ARCOLA UNITED METHODIST CHURCH
CHILD PROTECTION POLICY AND PROCEDURES
(Revised June 2024)
I. Purpose
Arcola United Methodist Church, hereinafter referred to as Arcola Church, seeks to establish reasonable procedures to reduce the risk of physical, emotional and sexual abuse of children as they participate in church ministries, and to protect staff and volunteers from false allegations of misconduct.
II. Commonwealth of Virginia Statutes
Section 63.2-100 of the Code of Virginia defines an abused or neglected child. Selected relevant portions of the statute are included below for reference only but should in no way substitute for direct reference to the full statute. An abused or neglected child is defined, in part, as one who is less than eighteen years of age,
1. Whose parents or other person responsible for his care creates or inflicts, threatens to create or inflict, or allows to be created or inflicted upon such child a physical or mental injury by other than accidental means, or creates a substantial risk of death, disfigurement, or impairment of bodily or mental functions, including, but not limited to, a child who is with his parent or other person responsible for his care either (i) during the manufacture or attempted manufacture of a Schedule I or II controlled substance, or (ii) during the unlawful sale of such substance by that child's parents or other person responsible for his care, where such manufacture, or attempted manufacture or unlawful sale would constitute a felony violation of § 18.2-248;”
2. Whose parents or other person responsible for his care neglects or refuses to provide care necessary for his health. However, no child who in good faith is under treatment solely by spiritual means through prayer in accordance with the tenets and practices of a recognized church or religious denomination shall for that reason alone be considered to be an abused or neglected child. Further, a decision by parents who have legal authority for the child or, in the absence of parents with legal authority for the child, any person with legal authority for the child, who refuses a particular medical treatment for a child with life-threatening condition shall not be deemed a refusal to provide necessary care if (i) such decision is made jointly by the parents or other person with legal authority and the child; (ii) the child has reached 14 years of age and is sufficiently mature to have an informed opinion on the subject of his medical treatment; (iii) the parents or other person with legal authority and the child have considered alternative treatment options; and (iv) the parents or other person with legal authority and the child believe in good faith that such decision is in the child's best interest. No child whose parent or other person responsible for his care allows the child to engage in independent activities without adult supervision shall for that reason alone be considered to be an abused or neglected child, provided that (a) such independent activities are appropriate based on the child's age, maturity, and physical and mental abilities and (b) such lack of supervision does not constitute conduct that is so grossly negligent as to endanger the health and safety of the child. Such independent activities include traveling to or from school or nearby locations by bicycle or on foot, playing outdoors, or remaining at home for a reasonable period of time. Nothing in this subdivision shall be construed to limit the provisions of § 16.1-278.4;
3. Whose parents or other person responsible for his care abandons such child;
4. Whose parents or other person responsible for his care, or an intimate partner of such parent or person, commits or allows to be committed any act of sexual exploitation or any sexual act upon a child in violation of the law;
5. Who is without parental care or guardianship caused by the unreasonable absence or the mental or physical incapacity of the child's parent, guardian, legal custodian or other person standing in loco parentis;
6. Whose parents or other person responsible for his care creates a substantial risk of physical or mental injury by knowingly leaving the child alone in the same dwelling, including an apartment as defined in § 55.1-2000, with a person to whom the child is not related by blood or marriage and who the parent or other person responsible for his care knows has been convicted of an offense against a minor for which registration is required as a Tier III offender pursuant to § 9.1-902; or
7. Who has been identified as a victim of sex trafficking or severe forms of trafficking as defined in the Trafficking Victims Protection Act of 2000, 22 U.S.C. § 7102 et seq., and in the Justice for Victims of Trafficking Act of 2015, 42 U.S.C. § 5101 et seq.
An act of child abuse may be committed by any person responsible for the care of another individual who is less than eighteen years of age. It does not matter whether the person caring for the child under the age of 18 (hereinafter referred to as a "Child" or "Children" or "Youth"), is a compensated or a volunteer worker. It does not matter whether the person routinely is entrusted with the care of children or whether such individual only occasionally comes in contact with children. It does not matter whether the person was entrusted with the care of a child for an hour or only a moment. It only matters that a child was abused or neglected by the person who, on the occasion in question, was responsible for the child's care.
III. Types of Child Abuse
Child abuse refers to an act committed by a parent, care giver or person in a position of trust (even though he/she may not care for the child on a daily basis), which is not accidental and which harms or threatens to harm a child's physical or mental health or welfare. The following definitions and explanations in this section are from the Virginia Department of Social Services.
1. Physical Abuse
Physical abuse is a physical injury, threat of injury, or creation of a real and significant danger of substantial risk of death,disfigurement or impairment of bodily functions. Such injury or threat of injury, regardless of intent, is inflicted or allowed to be inflicted by non-accidental means. Examples: asphyxiation; bone fracture; brain damage, skull fracture,subdural hematoma; burn, scalding; cuts, bruises, welts, abrasions; internal injuries, poisoning; sprains, dislocations; gunshot, stabbing wounds.
2. Physical Neglect
Physical neglect is the failure to provide food, clothing, shelter, or supervision for a child if the child's health or safety is endangered. Physical neglect may include multiple occurrences or a one-time critical or severe event that results in a threat to health or safety, such as a toddler left alone. Other types of neglect include abandonment, inadequate supervision, inadequate clothing, inadequate shelter, inadequate personal hygiene, inadequate food and malnutrition.
3. Sexual Abuse
Sexual abuse includes any act defined in the code of Virginia that is committed, or allowed to be committed, upon a child by his/her parent or other persons responsible for the child's care.
Examples of such abuse are: sexual exploitation, sexual molestation, intercourse/sodomy and other sexual abuse.
4. Medical Neglect
Medical neglect is the refusal or failure by caretaker to obtain and/or follow through with a complete regimen of medical, mental or dental care for a condition, which if untreated, could result in illness or developmental delays.
5. Failure to Thrive
Failure to thrive syndrome of infancy or early childhood is characterized by growth failure, signs of severe malnutrition, and variable degrees of developmental retardation. Children are considered to be in this category only when the syndrome is diagnosed by a physician and is caused by non-organic factors.
6. Mental Abuse/Neglect
“Mental abuse and/or neglect is a pattern of acts or omissions by the caretaker that result in harm to a child's psychological or emotional health or development.
7. Educational Neglect
The child's caretaker is directly responsible for the failure of the child to attend school or an approved alternative program of study.
8. Bizarre Discipline
Bizarre discipline includes any actions in which the caretaker uses eccentric, irrational or grossly inappropriate procedures or devices to modify the child's behavior.
IV. Reducing the Risk of Child Abuse
In an effort to create the safest possible environment within Arcola Church, several abuse prevention measures will be utilized as detailed below. These prevention measures include conducting background checks of paid staff and adult volunteers for past child abuse convictions every three (3) years or more frequently if warranted, online child safety training and protection policy and procedure review and acknowledgement, use of the two-adult rule, standards of appropriate classroom discipline and open classrooms.
1. Staff and Volunteer Screening
All paid staff, except Arcola Christian Preschool Staff (see below), and adult volunteers who work with children or youth will be required to complete the following steps prior to serving, and at the subsequent time periods indicated for so long as they continue to serve:
- Read the Arcola Church Child Protection Policy and Procedures (hereinafter “CPPP” or “Policy”), sign the statement at the conclusion of the Policy indicating that, among other things, he/she has never been convicted of child abuse, and agree to abide by the Policy. Anyone who has had a child abuse conviction, as well as anyone refusing to sign and/or abide by the Policy, will not be permitted to work or volunteer with children.
- Undergo a national criminal records check. Following the initial background check, subsequent background checks will be conducted every three (3) years or more frequently if warranted.
- Complete the online safety training.
- Children's Ministry volunteers rising 6th-12th grades (under the age of 18) AND a parent or guardian will be required to complete the following steps prior to serving:
- Read the CPPP form and sign indicating that the student volunteer has never been convicted of child abuse.
- Youth volunteers 10th-12th grade, must also complete the online safety training modules.
Arcola Christian Preschool Staff - All preschool staff are required to follow the background check requirements proscribed by the State of Virginia. They must also read the CPPP, sign the statement at the conclusion of the Policy indicating that, among other things, he/she has never been convicted of child abuse, and agree to abide by the Policy. If at any time a preschool staff member volunteers at a church event, they will be required to complete the above steps prior to serving, and at the subsequent time periods indicated for so long as they continue to serve.
Nothing herein shall be construed to preclude unscreened adult or youth family members or children engaged in youth or children's activities from informally assisting the screened adults who are leading an activity, at the request of the screened adults, so long as such family members are supervised/monitored at all times by a screened adult; e.g., youth group leaders ask parents to set up or bring food for a dinner or ask parents or youth to assist with games for a large group.
2. Two-Adult Rule
- General Rule
Employees or volunteers will be assigned in teams of two unrelated adults or more for all children's activities. For these purposes, "unrelated adults" are those who are not related by birth or marriage.
Exception: One adult may teach or supervise children or youth in activities conducted where others can readily observe; e.g., in rooms in the same hallway where there are either windows in the doors or doors left open and additional supervisory personnel are present in the area. These additional supervisory personnel will perform spot checks of all activities.
No child may leave a classroom or supervised area alone. Children may go to the bathroom, drinking fountain, and run errands for the teacher, etc. in pairs. Parents/Guardians must pick up all students fifth grade and under in their classrooms or supervised area immediately after church or an event is over.
2. Off Campus Rule
If a church sponsored group leaves the premises, two or more unrelated adults must be present.
Exception (a): One adult may supervise children or youth during church sponsored, off-campus activities in a public place where others can readily observe; e.g., restaurants, bowling lanes, sports arenas, TopGolf. Examples of public places where the ability of others to readily observe would be deemed not to exist and therefore this exception not apply would include Camp Highroad, Escape Room, etc.
Exception (b): One screened adult may drive children or youth during church sponsored activities provided there are at least two children or youth present in the car at all times. This exception applies only during the drive to/from the activity. The general off campus rule above, as well as Exception (a), shall apply upon arrival at the destination.
3. Overnight Stays
If any group stays overnight at the church or other venue, two or more unrelated screened adults must be present and if the group is mixed gender, there must be at least one male adult and one female adult present.
Female staff will supervise female youth in their sleeping quarters and male staff will supervise male youth. In situations where one large sleeping area is provided, groups of mixed gender should sleep in separated areas. Two adults must be present in all sleeping areas.
4. One-on-One Mentoring or Consultation
Any one-on-one mentoring or consultation between an adult and a child will be conducted in a room or area that is in plain view of others. Where professional, one-on-one, confidential counseling occurs on the church campus between an adult and a child, such confidential counseling shall be conducted in a room with an active security camera.
5. Classroom Discipline
All employees and volunteers who work with children will follow the steps of REMIND, REDIRECT and REMOVE if gentle discipline is needed with a child. No physical punishment or verbal abuse, e.g., ridicule, are to be used at any time. If removal of the child from the room becomes necessary, the situation will be discussed with the child's parents or guardian as soon as possible.
6. Open Classrooms
Classrooms or childcare rooms may be visited without prior notice by church staff, parents, or other designated volunteer church workers, at any time. Brief observations of childcare rooms and classrooms of children under 18 can be conducted by the staff or the primary leader during all activities.
7. Community Groups (e.g., Boy Scouts, Girl Scouts, American Heritage Girls, AA, the Dulles South Food Pantry, etc.)
Where community groups which have children under the age of 18 who wish to use the Arcola Church facilities or any part thereof (including its outdoor facilities), prior to such use, not less than two unrelated leaders of the community group will be required to read the CPPP, agree to abide by the Policy, and sign the statement at the conclusion of the Policy indicating that, among other things, he/she has never been convicted of child abuse. In addition, these two or more unrelated leaders will be present during each use of church facilities. Church facilities, including outdoor facilities, will not be available for use by any groups whose leaders refuse to read, sign and agree to abide by the Policy.
8. Gift Policy
While volunteers may give prizes or incentives to children or students, no item may be given with a value of over $10 without permission from the child's parent or guardian. This does not include donations towards sponsoring children or youth for church events or mission trips. Donations towards sponsoring children or youth should be directed through the church and not given directly to the one being sponsored.
9. Social Media and Electronic Communications
Arcola Church strives to be a community that is safe in both the physical and virtual world. Staff and volunteers play a vital role in keeping community safe both in the building and online.
We ask all leaders of the church to use the following guidelines in virtual space:
- When communicating with a minor, limit one-on-one texting and phone calls. Adults should not initiate one-on-one communication with anyone under the age of 18. When possible, always include a second adult/ministry lead.
- Adults may not use self-deleting social media to communicate with minors. These apps include, but are not limited to Snapchat, Kick, and Whisper.
- Adult volunteers and staff should never post individual pictures of minors, unless it is their own child, to their personal social media. Group shots of events are permitted.
- As a volunteer leader or staff member, you represent the church. We ask that content posted be appropriate or that you keep your account private.
- All staff members and adult volunteers must never delete any texts between a youth and themselves.
Arcola Church views social networking sites, personal websites, and blogs positively, and respects the right of volunteer and paid employees to use them as a medium of self-expression. If a person chooses to identify himself or herself as a leader in Arcola Church on such venues, some followers may view the individual as a representative of our church. In light of this possibility, our church requires, as a condition of volunteer or paid leadership, that individuals follow the guidelines described below when referring to the church, its programs or activities, its participants, and/or employees and volunteers, in a blog, social networking site, or on a website:
• Leaders must be respectful in all communications and blogs related to or referencing Arcola Church, its employees, other volunteers, and participants in programs.
• Leaders must not use blogs or their personal website to harass, bully, or intimidate others. Behaviors that constitute harassment and bullying include, but are not limited to, comments that are derogatory with respect to race, religion, gender, sexual orientation, color, national origin, appearance, or disability; sexually suggestive, humiliating, or demeaning comment and threats to stalk, haze, or physically injure another person.
• Leaders may post photos that include their own child(ren) at church events and activities and in large group shots where individual minors are not identified. Photos must not be tagged with names or other identifying information. All photos posted must be appropriate and within the spirit of the ministry.
Any person who violates this policy will be subject to disciplinary action.
10. Guidelines Regarding the Participation of a Registered Sex Offender of Which We Are Aware
We recognize that those who have committed abuse acts in the past or who have been convicted of criminal acts of abuse also need a place to worship and participate in prayer with these guidelines being put in place.
1. The offender should never be alone at any time with any child, youth, or vulnerable adult.
2. The offender will not work with minors in any capacity in the church.
3. The offender will not transport minors to or from church, or any church activity.
4. The offender will not attend any youth or children's functions except those involving his or her own child or children, and only if in the presence of an accountability partner (see below).
5. The offender will be assigned an accountability partner of the same sex who will accompany the offender at all times when the offender is on church property or at a church-sponsored event. The accountability member will remain in close proximity to the offender at all times.
6. If restroom facilities are needed while on church grounds, the accountability partner will check the restroom facility before the offender enters it to ensure it is vacant. The accountability partner will remain outside the restroom to ensure no one enters while the offender is in the restroom.
7. The offender will let his/her accountability partner know what service, church event or church-sponsored activity held off-site from the church campus they will attend 2 days prior to the service or event. The two will meet outside the event and will enter together. When the event is finished, the accountability partner will escort the offender to the door.
8. A single violation of these conditions will result in an immediate termination of the offender's privilege to attend Arcola Church.
V. Reporting Child Abuse
Should there be an allegation of a child abuse occurrence at Arcola Church, any such allegation of child abuse shall be treated seriously, and the following procedures shall be followed:
1. Immediately notify the pastor, the Executive Director and the Director of Grow of the substance of the allegations.
2. Immediately begin documenting all procedures that occur in handling the allegation. Report forms are available through the Executive Director or the Director of Grow.
3. If it is determined that there is a reason to suspect child abuse may have occurred, then the following steps shall be taken:
a. Within 24 hours of the allegation, notify the Virginia Department of Social Services of the allegation. (1-800-552-7096).
b. If the allegation involves someone other than the parents, notify the parents immediately. If the allegation involves an immediate family member such as a parent, grandparent or sibling, do not notify the parents.
c. The Executive Director should immediately notify the church’s insurance company, NGC Insurance Agency, Inc., Agent Bonnie Forshee at 703-554-1342.
d. The Executive Director or a pastor should immediately notify the District Superintendent (703-830-7200).
4. If the allegations involve a Pastor, the Chairperson of the Staff Parish Committee and the Executive Director shall be immediately notified and another pastor will be notified, and he or she shall immediately notify the District Superintendent who shall direct the next steps taken by the church in responding to the allegations. The provisions of this Policy shall continue to apply except as the District Superintendent directs that other steps be taken.
5. Do not confront the accused with the allegation. If the accused has assigned duties within the life of the church and the ministry director determines that the steps outlined in paragraph 3 above are appropriate, that person must be temporarily relieved of their duties until the investigation is concluded.
6, The Pastor should extend whatever care and resources are necessary to those impacted by the allegation, but under no circumstances should the Pastor or any church leader or member investigate the allegation. In providing care to the principals (alleged victim and the accused) and their families, the Pastor or church leader, should under no circumstances be drawn into a discussion of the truth or falsity of the allegation which could contaminate the investigation. Do not assign blame or take any steps that involve establishing or refuting the allegation.
7. It is appropriate to show care and comfort for the alleged victim. This should be the pastoral objective from the moment the allegation is received or otherwise made known.
8. Observe confidentiality for both the alleged victim and the accused until advised to the contrary by the ministry director.
9. Pray for the church and all persons affected by the allegation.
10. There shall be a single spokesperson designated for the Church. The single spokesperson shall be the Pastor or his/her designee.
VI. Policy Review
The Child Protection Policy and Procedures of Arcola shall be reviewed annually by the Executive Director.
VII. Signature and Agreement to Abide by Policy
I have read and understand the foregoing Child Protection Policy and Procedures of Arcola Church. I agree to abide by these policies and procedures. I have no convictions for child abuse, nor have I ever had a conviction for child abuse expunged. I hereby authorize any references or churches that I might provide to Arcola Church to provide the church with any information (including opinions) that they may have regarding my work with children and/or students.