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Northwestern Pennsylvania Synod, ELCA
Building Trust and Protecting God's Children
Policies for Safety in the Church
Phase 2 - Policies for Synod Sponsored Youth Events |
The Northwestern Pennsylvania Synod, to further our strong mission to create a world which is fundamentally safe for our children, youth, and families and their faith formation, will make every reasonable effort to protect our children from abuse. We will do so through prayer, education, and the adoption and promotion of policies for safety in the Church.
Abuse and harassment are violations of the faith shared by this Church. Accordingly, the Northwestern Pennsylvania Synod will maintain official policies and procedures to promote prevention of any future instances of abuse, appropriate intervention into alleged incidences of abusive behavior, and care for all involved.
Development and adoption of policies will require time, study, discussion, and prayer. This process will take place in three phases:
Phase 1: Policies for Synod Personnel
Phase 2: Policies for Synod Sponsored Youth Events
Phase 3: Resources for Congregational Policies
Synod staff, the Conference Youth Coordinators, the Children, Youth and Family Committee, and the Synod Council will be involved in the development of the policies. Synod procedures for intervention, investigating allegations, and any required disciplines will be according to those required by the Evangelical Lutheran Church in America.
Phase 2: Policies for Synod Sponsored Youth Events
Draft 5 - October 2004
Choosing Staff and Volunteers to Work with Children and Youth
It is important to exercise care in the selection of adult leaders working with children and youth. Adult leaders of youth should serve as examples of the godly life, and they should be enthusiastic and effective in working with youth and adults. It is very important that these leaders respect youth and treat them with dignity. Physical, verbal, emotional or sexual abuse would constitute inappropriate behavior for adult leaders. When selecting adult leaders of youth, the Synod or congregations cannot guarantee that an individual will be an effective and safe leader, but the selection process should help us gather information to make informed decisions.
The minimum age for designated leaders of children and youth at synodical events is 21. Leaders under age 21 designated by a congregation to attend the synod youth event are responsible to the other adult leaders from their congregation and are expected to abide by synod policy. Each adult leader is expected to be familiar with this synod policy and agree to abide by it. Registration for events will include a signed statement of understanding the policy and the consequences of the failure to comply.
Staff and volunteers who work with children and youth in the Church are expected to share the good news of the gospel in word and deed, set a positive example for living, be a mentor or positive role model for youth, and organize meaningful experiences.
General Policies and Responsibilities
- Synod sponsored youth events are those planned, implemented, and/or attended by synod staff and/or synod committees with minor children and youth as the primary audience. Any event planned, implemented, and/or attended by 3 or more congregations of the synod (not bound by articles of agreement) is considered a synod sponsored event and therefore must abide by this policy statement, its guidelines, and procedures. For such synod designated events, an adult in charge must be identified to the synod prior to the event being held.
- It is the recommendation that all adults who are designated congregational leaders of youth attending day long synod sponsored youth events, complete criminal and child abuse clearance checks through the State Police and/or F.B.I.
- It is required that all adults who participate in a synodical overnight event complete such clearances. A copy of the clearance reports must be presented to the synod event planning committee upon the group=s registration for an event. The synod is not responsible for any fees. A copy of both of these forms is enclosed with this policy packet. The Request for Criminal Records Check (Form SP4-164) can be found at www.psp.state.pa.us. The Pennsylvania Child Abuse History Clearance (Form #SB4-164) can be found at www.dpw.state.pa.us. At either web site, refer to pages listing available documents and forms. In addition, adult leaders of youth who participate in an overnight event must be approved by the synodically designated adult leader in charge of the event (a synod staff person or chairperson of the event) and follow any required policies of their congregation.
- The synod will keep these completed clearance forms on file. It is suggested that the congregation also keep these records on file indefinitely. All information received is considered privileged information and will not be shared with others in the congregation or synod, unless required for proof or in case of allegation. The forms will be filed at the synod office for future use. Clearances need to be updated every 2 years.
- People who work with youth when staff or volunteers who have been given state clearances are present, do not need to go through the process. Examples include workshop presenters, guest speakers, musicians, entertainers, etc. The key to deciding is whether they will be alone with children and youth or whether other registered individuals will be present.
- A minimum ratio of one adult per seven youth must be maintained for all overnight events. For example, fifteen youth registering for an event requires three adults to attend.
- There should be no one-on-one contact between a youth and adult except in view of other adults and youth. If private conversation needs to occur, it should be done in proximity to the rest of the group with doors open and lights on.
- Adults have a responsibility to be aware of youth activities and behavior. Youth should never have anyone of the opposite sex in their room or sleeping quarters unless an adult leader of youth is present. Candle Power, or devotional time, should be held in the counselor=s room or other designated area with an adult leader of youth present.
- Any kind of illicit drugs, alcohol or tobacco use by youth at a synodical youth event is strictly prohibited. If this rule is violated, the participant will be sent home and/or suspended from future synodical events. The synodically designated adult in charge of the event, in consultation with the event planning committee and any staff of the Office of the Bishop present, will make all decisions concerning sending anyone home. If a youth is to be sent home, his or her parent or other designated adult will be called to pick up the youth as soon as possible. Any known criminal actions committed by youth at a synod sponsored youth event will be reported to the police and other authorities.
- Adults are prohibited from using illicit drugs and alcohol at a synodical youth event. Tobacco products can not be used by adults in front of youth and/or during scheduled activities of an event. Any known criminal actions committed by an adult at a synod sponsored youth event will be reported to the police and other authorities.
- If children or youth are in attendance at a synod event where a reception offering wine or other alcoholic drink to adults occurs, it is the responsibility of the parents, congregational pastor, adult leaders, or chaperones attending the event with the youth, to observe and control the behavior of the youth. It is recommended that simultaneous events, such as Synod Assembly and a Youth Convocation, would have scheduled activities separate from one another during such reception times.
- There are to be no weapons, firearms, laser pointers or fireworks at any youth event.
- Youth participants of a synodical event are not allowed to use cell phones or beepers during the event. Adults who feel they must have access to their cell phones or beepers are asked to keep the instruments on silent and only check messages during designated free time.
- The viewing of AR@ rated movies, or other materials intended for viewing or purchase by legal aged adults, is prohibited. If a film has educational or moral merit and is rated AR@ and viewing is desired for the purpose of the event, written consent must be obtained from the parents or guardians.
- Attending another event, or patronizing an establishment that encourages activities inappropriate for minors, is discouraged while participating in a synodical youth event.
- Physical discipline is never an option. No one is to strike or hit anyone at any time. Verbal harassment or threats are not to be tolerated.
- Other responsibilities for adult leaders of youth for a specific event may be outlined by the planning committee. (See Sample A for example.)
- Signed youth behavior covenants may also be required by the planning committee. (See Sample B for example.)
Transportation*
- Only drivers aged 21 or over are permitted to transport youth during any synodical youth event.
- All drivers for synodical events must have and provide a photocopy of a valid driver=s license and qualify for the vehicle being operated.
- They must provide proof of vehicle insurance for the vehicle being driven.
- Seat belts must be worn by all passengers in vehicles which are equipped with seat belts.
- All state traffic laws must be observed.
- It is recommended that an adult never be alone with a youth in a vehicle.
- Each vehicle must carry medical forms for all passengers.
- According to Pennsylvania State Law, no child 12 years old and under is allowed in the front seat of a vehicle.
- Drivers should check with their congregational policy on transportation and adhere to other restrictions or qualifications noted in such policies.
* These transportation policies are in effect for drivers from the time they arrive at the event to the time they leave the event.
Housing
- It is preferred that youth and adults are not housed together. If they must be, there must be at least two youth in each housing area and the adult must not share a bed with a youth.
- There will be no housing of mixed genders, excluding married couples. In large room accommodations, male and female sleeping areas are to be clearly defined.
Medical
- It is strongly recommended that a person certified in First Aid and CPR be part of the staff for day long events.
- It is strongly recommended that a licensed medical professional be part of the staff at all overnight events.
- A well-equipped and fully stocked First Aid kit must be available and maintained at all functions.
- Written permission from parent/guardian must be given for minors to receive over the counter medication (such as Tylenol, ibuprofen, diarrheal medication, antibacterial ointment, throat lozenges, eye wash solution, and the like) from the designated congregational adult leader.
- Staff and volunteers are not responsible for the administration of prescribed medication and a parent/guardian must make private arrangements for any medication taken on a daily schedule. Such medications must have a written doctor=s order along with the medication in the original pill container. No prescription drugs or instruments used to administer medication are to be brought to synod youth events other than those listed on the medical release and permission form.
- When specified by the synod, a medical release form must be provided and fully completed for each participant of a synodical youth event. The following information is required: medical insurance company, group number and/or policy number, the name of any medications that the participant is currently taking, as well as the dosage and frequency each drug is taken.
Information on dietary concerns and allergies must be indicated on consent/medical forms. (See Sample C for examples.)
Consequences of Failure to Comply
Failure to cooperate or comply with the Policies for Synod Sponsored Youth Events is considered a very serious matter. Any congregation or individual choosing to disregard approved policy and guidelines cannot be protected by the synod if legal proceedings should be necessary.
Any criminal actions committed by youth or adults at a synod sponsored youth event will be reported to the police and other authorities.
In addition, any misconduct by rostered personnel will be addressed by disciplinary procedures of the synod and the ELCA.
Actions against policy of a non-criminal nature by youth may result in reprimand, dismissal from the event, and/or suspension from future synodical youth events.
Actions against policy of a non-criminal nature by adults may result in reprimand, disciplinary procedures, dismissal from the event, and/or suspension from future synodical youth events.
The synodically designated adult in charge of the event, in consultation with the event planning committee and any staff of the Office of the Bishop present, will make all decisions concerning reprimand or dismissal from the event.
The designated adult in charge of the event is responsible for making immediate contact with authorities in the case of any known criminal acts. This person will make contact with the Office of the Bishop to report any violations, actions taken, and need for further procedures.
Decisions about suspensions from future synodical youth events will be made by the Children, Youth and Family Committee in consultation with the Bishop.
Education and Resources
The Northwestern Pennsylvania Synod will provide leadership or resources to assist with education, training, and implementation of these policies. We undertake these efforts to build trust and protect God=s children in a spirit of prayer for all of our children and adult leaders.
The Northwestern Pennsylvania Synod has the right to make changes in these policies as needed.
This document is not intended to be taken as legal advice and may not be appropriate in all states or all circumstances. Congregations are encouraged to contact their own legal advisors when establishing child abuse prevention procedures.
Reviewed and amended by the Children, Youth, and Family Committee July 31, 2004
Reviewed and amended by the Bishop and Assistants to the Bishop August 27, 2004
Reviewed and amended by the Executive Committee September 11, 2004
Reviewed, amended, and approved by the Synod Council October 23, 2004
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