Policy Synopsis
Safe Sanctuary Policy (SSP) – A Synopsis
Germantown United Methodist Church
Download Safe Sanctuary Policy Synopsis.pdf
Updated May 2007
In accordance with updated Memphis Annual Conference Policy, Germantown United Methodist Church renews its commitment to reducing the risk of abuse to our children and youth as well as protecting our leaders from false accusations of abuse. The full “Safe Sanctuary Policy” can be obtained by any church member upon request.
The following is a summary of the main components of GUMC’s Safe Sanctuary Policy:
Criteria for Volunteers and Staff
1. Minimum Age of Authority Figures – the primary leaders for youth must be 22 and for children must be 18
2. Minimum Age of Assistants – aids to authority figures must be at least 12 and 4 years older than the participants
3. Six Month Rule – must be a regular attendee of GUMC for at least 6 months or be transferring in good standing from another congregation
4. Policy Instruction – Annual training shall be required of all volunteers and staff and documentation of that training kept on file.
5. Screening Procedures – All authority figures shall apply, be interviewed, sign a disclosure form, submit to reference checks, and submit to a background check. GUMC reserves the right to require drug screening in order to begin or continue as a volunteer or staff member.
Responsibilities of Volunteers and Staff
1. Two-Adult Rule – A minimum of two non-related adults, who qualify as authority figures, are to be utilized in all programming with children and youth. When impossible to staff with two, there must be an additional adult serving as a floater with visual and physical access to all areas.
2. Adult/Child Ratios – All programs must follow Tennessee state codes for adult/child ratios.
3. Rooming – An adult shall not share the same bed with a youth or a child. An adult shall not be alone with a youth or child in a room. For additional guidelines for specific housing situations, see the SSP.
4. Transportation – All drivers must qualify as authority figures, submit to screening of their motor vehicle record, and follow safety guidelines for operation of church-owned vehicles. When transporting using private vehicles, appropriate insurance must be maintained by the church and the private driver. All transportation of children/youth requires a permission slip from the parent/guardian.
5. Mentoring – Relationships of mentoring must maintain clear boundaries and adults in mentoring relationships must never be alone with a child or youth with an assumption of privacy.
6. Counseling – The Counseling Center of GUMC, staffed by professional counselors, shall follow the guidelines consistent with their licensure and insurance. Staff and volunteers of GUMC shall follow the open door and visual access policy in all counseling situations, as described in the SSP.
7. Interpersonal Boundaries – Adult workers must be attentive to appropriate dress, use of language, and demonstrations of affection and encouragement.
8. Discipline – The purpose for setting disciplinary guidelines is to enable children to develop internal control mechanisms that foster growth and promote societal values. Children must be trained in basic rules of conduct. No physical punishment or verbal abuse shall be used at any time. Steps to follow to minimize disruptive behavior are included in the SSP.
9. Open Door Policy – Classrooms may be visited, at any time and without prior notice, by church staff, parents, or other volunteers. Brief observations are conducted by the pastor, program director, or primary leader during all activities.
Implementation: Prevention Policy
• The SPRC chair shall appoint a sub-committee to serve as “Prevention Policy Board” to oversee implementation of the SSP.
• A staff resource manual will be available which includes suggestions with regard to implementation, handling reports of abuse, education, discipline, and additional resources.
Reporting Abuse/Alleged Abuse
A. Suspected Abuse – All reports of abuse must be taken seriously and handled in ways that care for the well-being of both the abused and the accused. Initial reports should be made to the Department of Children’s and Human Services.
B. Reporting an Incident of Abuse
1. If immediate danger exists to a child, contact Police, Sheriff, or Highway Patrol immediately and follow their instructions.
2. In accordance with Tennessee Code Annotated 37-1-403, the person with knowledge or reasonable cause to suspect abuse of a child shall report said abuse to: the judge having juvenile jurisdiction over the child, DCS, Sheriff of the county of the child’s residence, or the chief law enforcement officer of the municipality of the child’s residence. Any report of abuse may be made confidentially, and the reporter is protected from civil complaints any time they reported in good faith. Any adult who had knowledge of abuse and did not report may be held criminally responsible.
3. Incidents of child abuse or suspected abuse whether allegedly perpetrated by individuals associated with the church or outside of the church shall also be reported to the director of the pertinent program. In the event that the director and/or ordained minister are the alleged perpetrator, the report must be made to the District Superintendent. In every case, information should be well documented and safely secured by the person making the report, as well as, those receiving it.
4. The pertinent program director will then follow the guidelines set forth in the SSP.
5. The Senior Pastor shall be sole spokesperson for the church, in-so-far as media inquires are concerned.
