HDC Children's Ministry Handbook Project by Gulf South Leadership Institute

HILLSIDE DISCIPLESHIP CHURCH

CHILDREN’S MINISTRY POLICY MANUAL

TABLE OF CONTENTS INTRODUCTION AND MISSION STATEMENT

CHILDREN’S MINISTRY PERSONNEL

WORKER ENLISTMENT AND SCREENING

CHILD AND SEXUAL ABUSE POLICY

CHILD PROTECTION POLICY

STAFF & VOLUNTEERS PROTECTION POLICY

ADDRESSING INCIDENTS AND INJURIES

VOLUNTEER TRAINING

VOLUNTEER APPLICATION FORM

APPLICANT VERIFICATION AND RELEASE

INCIDENT REPORT FORM

Impress these commands on your children. Talk about them when you sit at home and when you walk along the road, when you lie down and when you get up. (Deuteronomy 6:7)

INTRODUCTION & MISSION STATEMENT ABOUT THIS HANDBOOK The purpose of this handbook is to provide policies and procedures for the Children’s Ministry at Hillside Discipleship Church to guide the volunteers involved in that ministry. The content of the handbook may be edited from time to time without written or oral notice. The purpose of the Children’s Ministry at Hillside Discipleship Church is to provide a safe and nurturing environment where children can experience God’s love. Our staff and volunteers partner with parents to provide care and Christian education to children of all ages. The policies and procedures set forth in this handbook are designed to ensure safety for the children and to facilitate transparent and healthy recruiting of volunteers.

At Hillside Discipleship

VISION AND VALUES

Church we believe in

Mission: To humbly lead all children to become fully devoted followers of Christ.

equipping and partnering with parents to make the largest impact on a child.

We combine two primary influences that impact kids: The light of the church. & The Love of the family.

Vision: Educating children to embrace a deeper knowledge of Jesus Christ that transforms their daily lives and the lives of those around them. Values BIBLE BASED: God’s word is foundational truth, and Hillside Discipleship Church Children’s Ministry trains every child to use it as their guide, authority, and conscience in everything. RELATIONSHIP: Lives are changed in the context of relationship. Hillside Discipleship Church recruits adults who are passionate about exhibiting and teaching Christ and Godly character to children and their families. FUN: Hillside Discipleship Church Children’s Ministry offers a FUN environment for the children. We commit to challenge kids beyond the rules of church toward a fan-filled growing relationship with Christ. NURTURING: Hillside Discipleship Church Children’s Ministry is committed to providing an emotionally safe, physically secure and sanitary place where children can grow spiritually and where exceptional standards are emphasized in all areas.

Impress these commands CHILDREN’S MINISTRY PERSONNEL on your children. Talk about them when you sit at home and when you Hillside Discipleship Church employs full-time personnel called to minister walk along the road, when to its children. In addition to the staff, Hillside Discipleship Church you lie down and when Children’s Ministry will recruit volunteers for various assignments. you get up. (Deuteronomy 6:7)

ENLISTING AND SCREENING At Hillside Discipleship Church workers in the Children’s Ministry go through screening to ensure safety. The screening process follows these outlined steps and procedures: 1. Application: All Children’s Ministry volunteers are required to complete the Volunteer Application and Consent to Background Checks. The current Volunteer Application form and Consent to Background Checks is included in this Handbook. Hillside Discipleship Church Children’s Ministry subscribes and pays for the services of Internet Criminal History Access Tool (iCHAT) for background checks. This is a reliable service through the State Police Department that allows us to screen through public records, the background of Children’s ministry volunteers and staff for possible criminal history and/or registered sex offender information. 2. Interview: All children’s ministry volunteers at Hillside Discipleship Church must submit to an interview by the Director Family Discipleship. 3. Criminal History Check: To ensure a safe environment for Children, Hillside Discipleship Church will make certain that volunteers or staff known to have been arrested for, charged with, on deferred adjudication or regular probation for, or have been convicted of any sexually oriented crimes do not serve in any area of children’s ministry. 4. Revocation: Hillside Discipleship Church Children’s Ministry reserves the right to revoke the services of any volunteer or staff member whose conduct is found to be questionable in a way that challenges the safety of the Children.

4 © Hillside Discipleship Church, 2013 Children’s Ministry Policies and Procedures

Impress these commands on your children. Talk about them when you sit at home and when you walk along the road, when you lie down and when you get up. (Deuteronomy 6:7)

CHILD AND SEXUAL ABUSE POLICY Hillside Discipleship Church Children’s Ministry maintains a strict zero tolerance policy against child and sexual abuse. Child abuse includes physical or mental injury, sexual abuse, maltreatment, and negligent treatment. The Children’s Ministry at Hillside Discipleship Church defines “child abuse” as: any action (or lack of action) that endangers or harms a child’s physical, psychological, or emotional health and development. Child abuse occurs in different ways and includes the following: 1. Physical Abuse – any physical injury to a child that is not accidental, such as beating, shaking, burns, and biting. 2. Emotional Abuse – emotional injury when the child is not nurtured or provided with love and security, such as environment of constant criticism, belittling, and persistent teasing. 3. Sexual Abuse – any sexual activity between a child and an adult or between a child and another child at least 4 years older than the victim, including activities such as fondling, exhibitionism, intercourse, incest, and pornography. 4. Neglect – depriving a child of his or her essential needs, such as adequate food, water, shelter, and medical care. If a children’s Ministry worker at Hillside Discipleship Church suspects abuse or neglect of a child under his or her care, the individual should report the suspected abuse immediately to the Ministry Director for further action, which will include discussing with the parent(s) or caretaker(s) and reporting to appropriate authorities as may be mandated by state law. In the event that an incident of abuse or neglect is alleged to have occurred at Hillside Discipleship Church or during church sponsored programs or activities, the following procedure shall be followed: 1. The parent or guardian of the child will be notified. 2. The worker alleged to be the perpetrator of the abuse or misconduct will immediately be placed on leave from working with children pending an investigation. 3. Hillside Discipleship Church Children’s Ministry Staff will conduct a thorough investigation and accurately gather and document all facts pertaining to the incident. © Hillside Discipleship Church, 2013 Children’s Ministry Policies and Procedures

Impress these commands on your children. Talk about them when you sit at home and when you walk along the road, when you lie down and when you get up. (Deuteronomy 6:7)

CHILD AND SEXUAL ABUSE POLICY 4. Documented facts will be incorporated into an incident report and will be reported to appropriate authorities in compliance with with the state’s requirements regarding mandatory reporting of abuse as the law then exists. 5. Hillside Discipleship Chuch Children’s Ministry will assign the Children and Family Ministry Director as the spokesperson in matters pertaining to any incident within the Children’s Ministry program. Through the assigned spokesperson Hillside Discipleship Church will cooperate with any investigation of the incident by state or local authorities. 6. In the event there is no investigation of the incident by state or local authorities, Hillside Discipleship Church will consult with an attorney to get legal advice for futher steps on the incident. 7. Any person found guilty of alleged abuse or misconduct will be terminated from his or her position with the children with immediate effect. If such person is an employee of Hillside Disciplship Church the guidelines for such conduct under the employment contract will be applied. 8. Pastoral counseling for the purpose of working with the offender towards a reconcilliation process is available and can be arranged for those who desire it. Obligation to report to Law Enforcement In all cases where a volunteer or staff member has reasonable cause to believe that a child, known to the volunteer or staff member in a professional capacity, has been or may be abused or neglected, the worker shall report such reasonable belief to the Children and Family Ministry Director. Through the Director, Hillside Discipleship Church shall report to local law enforcement agency’s child abuse investigators within 24 hours of the determination of reasonable cause. If doubtful about the situation, Hillside Discipleship Church Children’s Ministry Director shall anonymously contact the appropriate local authorities to discuss the situation with an investigator to determine whether a report should be made. A written report shall be compiled with the name and the title of the investigator and the recommendation made by the investigator. This report can be submitted anonymously if so desired. © Hillside Discipleship Church, 2013 Children’s Ministry Policies and Procedures

Impress these commands on your children. Talk about them when you sit at home and when you walk along the road, when you lie down and when you get up. (Deuteronomy 6:7)

CHILD PROTECTION POLICY Supervision and Classroom Management Hillside Discipleship Church Children’s Ministry ensures the health, safety, and well-being of staff, volunteers, and children. As precaution and to ensure strict accountability, staff and volunteers must follow these rules: Two-Adult Rule For purposes of child supervision, Hillside Discipleship Church Children’s Ministry Director assigns two unrelated adults (at least one over the age of 21) approved as volunteer workers through the documented process of screening to be present at every function, and in each classroom, vehicle, or in any children’s ministry environment, during every children’s program or event. Open-Door Policy Classroom doors should remain open unless there is a window in the door or beside the door. Doors should never be locked while a class or event is in session. Classroom door windows will be kept uncovered at all times to allow a clear view of classroom activities. Counseling situations with children need to be conducted in open areas where other workers can see the parties involved. Sick Child A healthy and safe environment for all of the children is highly prioritized at Hillside Discipleship Church. Parents are strongly encouraged to be considerate of other children when deciding whether to drop their child in the Hillside Discipleship Church Children’s Ministry area. Generally, children with the following symptoms should not be dropped off: - Fever, diarrhea, or vomiting within the last 48 hours - Green or yellow runny nose - Eye or skin infections - Other symptoms of communicable or infectious disease Children who are observed to be ill will be separated from the other children, and the parent or guardian will be contacted to request pick up of the child. Sick Volunteer or Staff Member In the event that a volunteer or staff member is sick, he or she will not be allowed to work with children. A replacement plan should be in place. © Hillside Discipleship Church, 2013 Children’s Ministry Policies and Procedures

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Impress these commands CHILD PROTECTION POLICY on your children. Talk about them when you sit at home and when you Discipline walk along the road, when It is the policy of Hillside Discipleship Church Children’s Ministry NOT you lie down and when to administer corporal punishment, even if the parents suggest it or you get up. (Deuteronomy 6:7)

grant permission. Staff and volunteers will not spank, hit, or apply any other physical discipline of children.

Workers should consult with the Children and Family Ministry Director if assistance is needed with disciplinary issues. Values in the classroom These are three things that we highly value in the educational process:

Classroom Guidelines:

Be Loving (1 John 4:7)

Be Obedient (Hebrews 13:17)

Be SelfControlled

(Galatians 5:22-23)

1. Quality education 2. Respect for teachers and students 3. Respect for classroom If a value is broken: 1. CLEARLY and CALMLY explain to the student that their behavior is inappropriate and why. 2. STRIKE ONE: If the offense repeats, issue a clear warning to the student that further offenses will be disciplined. 3. STRIKE TWO: If the offense continues, isolate the student within the classroom for an appropriate period of time; no more than 10 minutes. 4. STRIKE THREE: If the offense continues, remove the student from the classroom, according to the following guidelines: a. If either parent is available, return student to parent. b. In the case that either parent is unavailable… i. Sunday Morning – sit the child quietly on a bench outside the classroom, but do not leave the child alone and unsupervised. ii. Wednesday Evening – Place the child in the custody of someone on staff or volunteer working in the Children’s Ministry Department.

8 © Hillside Discipleship Church, 2013 Children’s Ministry Policies and Procedures

Impress these commands on your children. Talk about them when you sit at home and when you walk along the road, when you lie down and when you get up. (Deuteronomy 6:7)

STAFF & VOLUNTEER PROTECTION POLICY Restroom Guidelines Children 5 years of age and younger should use the private bathroom or former nursery bathroom. Children over the age of 6 will be escorted by a member of staff or volunteer, will use the hallway bathroom. The children’s ministry worker should check the bathroom first to make sure that it is vacant, before allowing the child/children inside. After giving the child/children the go ahead, the worker should remain outside the bathroom door and escort the children back to the classroom.

Checking In and Checking Out HDC Children’s Ministry uses KidCheck, an electronic check-in and check-out program. This is an easy and family friendly process that assures safety and accountability.

If the use of the bathroom seems to take longer than necessary, the worker should verbally check check with the child/children to make sure nothing is wrong and that the child does not need any assistance. If a child requires assistance, the worker should prop open the bathroom door and leave the stall door open as he or she assists the child. If, in some temporary situation an adult is alone with a child, he/she must make sure that they are in plain view, and doors are open. Under no circumstances should a worker be alone with a child behind a closed door. Drop-Off/ Pick-Up Procedures Drop-Off – Children should never be dropped off in a classroom without teachers present. This is the responsibility of the parents. Pick-Up - Children 6th grade and younger shall be released to parents or guardians at the classroom door. Persons other than the child’s parents or guardians must be authorized to pick up the child. For programs where there is a sign in/out sheet, the parents or guardians need to sign their child out before they can be released from the small group or classroom. It is the responsibility of the teacher to keep the children occupied until all parents or guardians have signed their child out.

Impress these commands on your children. Talk STAFF & VOLUNTEER PROTECTION POLICY about them when you sit at home and when you Physical contact walk along the road, when you lie down and when Hillside Discipleship Church Children’s Ministry is committed to protecting children in its care and recognizes that appropriate you get up. (Deuteronomy 6:7)

touch is part of a positive, nurturing environment in a healthy children’s ministry. The following guidelines are to be carefully followed by staff and volunteers.

Using good judgment, the following are appropriate ways to touch kids:  A comorting arm around the shoulder  Holding a child’s hand  Short congratulatory or greeting hugs  A brief, assuring pat on the back or shoulder  Handshakes, high-fives, and knuckles The following are actions a volunteer should NEVER take:  Never touch a child in anger or disgust  Never touch a child in any manner that may be construed as sexually suggestive  Never touch a child between the navel and the knee  Never touch a child’s private parts (with the exception of diaper or bathroom procedures)  Physical contact in any form should be above reproach. The personal behavior of staff members and volunteers must foster trust at all times  Never allow a child older than 4 to sit on a teacher’s lap Hilllside Discipleship Church Children’s Ministry training and orientation will address the issue of physical contact with children. Staff and volunteers are strongly encouraged not to force physical contact, touch, or affection on a reluctant child. A child’s preference not to be touched must be respected at all times.

Impress these commands on your children. Talk about them when you sit at home and when you walk along the road, when you lie down and when you get up. (Deuteronomy 6:7)

ADDRESSING INJURIES AND INCIDENTS Any coordinator/supervisor who becomes aware of an injury to a worker or participant will take steps to ensure proper medical attention is given to the injured person. Any person who has sustained an injury which is obviously minor, should be given first aid as needed at the time of injury. If it’s a child, the parent or guardian should be notified of the minor injury at child pick up. Any injury which may require medical treatment beyond simple first aid should be given immediate attention. The parent or guardian ofthe injured child should be immediately notified, along with the worker’s coordinator/supervisor. An ambulance should also be called immediately if warranted by the injury. A written Child Safety Report form should be prepared by the worker or volunteer after the occurance of an injury during a ministry function. The incident report will be forwarded to the Children’s Minsitry Director promptly upon completion.

STAFF AND VOLUNTEER TRAINING Hillside Discipleship Church Children’s Ministry will provide regular training of Staff and volunteers addressing policies within this manual and will strive to provide opportunities for additional training classes or events. All workers are strongly encouraged to attend these training events. This manual serve as a guide for you as you begin or continue to serve in Children’s Ministry at Hillside. However, we cannot anticipate all possible situations in ministry or provide information that answers every possible question. As a result, the church reserves the right to modify, supplement, rescind, or revise this manual as necessary or appropriate. However, at all times, Hillside will comply with all applicable laws. It is very important that you read and understand the contents of this manual. If you have any questions or need additional information, please contact Children’s Ministry Director.  I have read and understand Hillside Discipleship Church’s Children’s Ministry Policy Manual and will comply with the stated policies and procedures while working with children at Hillside.  I understand that failure to live a life consistent with the principles of love as taught by Jesus Christ or do anything to compromise the integrity of Hillside Discipleship Church or the safety of the children or youth in my care, I can be asked to step down from my role. __________________________ Volunteer Signature

________________________ Print Name

__________ Date

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Impress these commands on your children. Talk about them when you sit at home and when you walk along the road, when you lie down and when you get up. (Deuteronomy 6:7)

HILLSIDE DISCIPLESHIP CHURCH CHILDREN’S MINISTRY

FULL NAME : (Last) ADDRESS

PHONE

(First)

(Home) Age Range :

Under 18

(Middle)

(Cell) 18 – 21

Over 21

Date You started attending HDC: What skills do you bring to the HDC Children’s Ministry program?

Which Children’s Ministry Program(s) are you seeking to work with?

Children’s Ministry Experience:

ORGANIZATION

PROGRAM

DATES

CONTACT

Have you at any time ever:  Been arrested for any reason?  Been convicted of, or pleaded no contest to, any crime?  Engaged in, or been accused of, any child molestation, exploitation, or abuse? Are you aware of:  Having any traits ortendencies that could pose any threat to children or others?  Any reason why you should not work with children or others? © Hillside Discipleship Church, 2013 Children’s Ministry Policies and Procedures

Yes Yes

No No

Yes

Yes Yes

No No

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Impress these commands on your children. Talk about them when you sit at home and when you walk along the road, when you lie down and when you get up.

HILLSIDE DISCIPLESHIP CHURCH CHILDREN’S MINISTRY

If the answer to any of the preceding questions is “yes,” please provide a detailed explanation:

(Deuteronomy 6:7)

(Attach additional pages if more space is needed) Church Activity: What church or churches have you attended in the past five years? Church Name

Pastor’s Name

Years Attended

References (Other than relatives) : Name

Relationship

Contact Information

I certify that all information provided in this application is true and complete. I understand that any false information or omission may disqualify me from further consideration, and may result in my removal if discovered at a later date. Signature ______________________________________ © Hillside Discipleship Church, 2013 Children’s Ministry Policies and Procedures

Date _____________

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Impress these commands on your children. Talk about them when you sit at home and when you walk along the road, when you lie down and when you get up. (Deuteronomy 6:7)

HILLSIDE DISCIPLESHIP CHURCH CHILDREN’S MINISTRY

Applicant Verification and Release I recognize that Hillside Disciplecples Church in receiving this application is relying on the accuracy of the information contained herein. Accordingly, I attest and affirm that all of the information that I have provided is absolutely true and correct. I authorize Hillside Discipleship Church to contact any person or entity listed in this application, and I further authorize any such person or entity to provide the Hillside Discipleship Church with information, opinions, and impressions relating to my background or qualifications. I voluntarily release Hillside Discipleship Church and any such person or entity listed herein from liability involving the communication of information relating to my background or qualifications. I further authorize the organization to conduct a criminal background investigation if such a check is deemed necessary. I have carefully read the policy and procedures of Hillside Discipleship Church Children’s Ministry, and I agree to abide by them and to protect the health and safety of the children at all times. Printed name: _____________________________________________________________ Signature: ___________________________________

Date: _________________

FOR OFFICE USE: Criminal Background Check Date Reference checks completion Date Volunteer Training Date Volunteer Approval Date Applicant Approved By

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Impress these commands on your children. Talk about them when you sit at home and when you walk along the road, when you lie down and when you get up. (Deuteronomy 6:7)

HILLSIDE DISCIPLESHIP CHURCH CHILDREN’S MINISTRY

Name:

Organization

Address:

Date of Injury:

Time and Place of Injury

Time:

Where did it occur?

Name:

Age:

Address:

Telephone:

Name of Parents/Guardians:

Injured person Information

Employer Injuries Sustained Where was Injured taken? (Hospital/Doctor): Member

Visitor

Volunteer

Student

If Injury occurred on insured premises, for what purpose was the injured on the premises? Who was supervising? Did injury take place in HDC related activity? Does the injured have medical insurance? Name of medical insurance company:

Full Description of Injury

Signature

___________________________________

Date of report: __________

Impress these commands on your children. Talk about them when you sit at home and when you walk along the road, when you lie down and when you get up. (Deuteronomy 6:7)

4025 N. Lapeer Road

Lapeer, Michigan 48446

Phone: 810.793.6492

www.hillsidediscipleshipchurch.com

Humbly Leading People To Become Disciples of Christ