Child Safe Policy

Safe Child Policy

First Congregational United Church of Christ

25 East Benton Street

Naperville IL 60540

(630) 355-1024

Adopted June 2004

Revisions November 2012
Table of Contents

General information on child abuse……………………….3

Definition of a child

Definitions of abuse in Illinois

Who abuses children?

Prevalence of sexual abuse nationwide

Our policy on preventing abuse of children…….…………4

First Congregational Safe Child policy

Selection and screening of staff and volunteers………...…5

Hiring policy for full and part-time employees

Volunteer serving youth and children

All Church Members, employees, and volunteers

Guidelines for interacting with youth or children…………9

Safe Numbers

Safe Environment

Safe Ages

Safe Transportation

When abuse is suspected………………………………….11

Mandatory reporting requirements in Illinois

Warning signs of abuse

How to react if a child tells us s/he is being abused

What to do if a child tells us s/he is being abused

State Toll-Free Child Abuse Reporting Numbers

Allegations of abuse involving a staff member………….14

Discovery and reporting

Support

Legal Issues

Insurance Issues

Appendices………………………………………………15

Appendix A Employee Disclosure Form and Authorization for Background Check

Appendix B Volunteer Application Form

Appendix C Volunteers’ Authorization for Child Abuse and Neglect Tracking System (CANTS) check

Appendix D Acceptance of Safe Child Policy Form by Employees and Volunteers

Appendix E Report of Suspected Incident of Child Abuse /

Follow-up by Pastor or Moderator

General Information on Child Abuse

What is a child?

“Child” means any person under the age of 18 years, unless legally emancipated, according to Illinois law. A “youth” is a child who is in junior high school or high school.

What is Abuse?

There are four main types of abuse perpetrated on children:

Physical abuse - Using physical force that results in physical pain or injury.
Neglect - Failure to meet basic essential needs of a child.
Emotional abuse – Verbal assaults, humiliation, threats, harassment, intimidation, or other abusive behavior.
Sexual abuse - Sexual molestation or exploitation.

Definition of sexual and physical abuse in Illinois

The definition of sexual abuse includes:

sexual contact or penetration,
sexual molestation (any contact, touching or interaction used for arousal or gratification of sexual needs),
sexual exploitation (the use of a child for sexual gratification, advantage or profit), and
the acquisition of any sexually transmitted disease.

Physical abuse is defined as:

Inflicting, or causing or allowing to be inflicted, physical injury resulting in death, disfigurement, impairment of physical or emotional health, or loss or impairment of any bodily function.
Creating a risk for physical injury regardless of whether such injury occurs. An example of this would be threatening the child or placing the child with a past abuser.

Who abuses children?

very rarely, a stranger;
often, someone close to a child, such as a parent, caretaker, baby-sitter, sibling, relative or friend of the family;
sometimes, someone in authority such as a teacher, youth leader, children’s worker, or a church worker/leader;
sometimes, a pedophile joins an organization (such as a church) to obtain access to children.

Statistics show that 1 in 4 girls are sexually abused before the age of 14 and 1 in 6 boys are sexually abused before the age of 16. This is not a problem that is limited by gender, race, age, sexual orientation, or socioeconomic status.

Our policy on preventing sexual abuse of children

First Congregational United Church of Christ Safe Child Policy

First Congregational United Church of Christ seeks to safeguard all members of the church community. We believe that it is the responsibility of everyone to prevent the physical, sexual, or emotional abuse of children and youth. And it is the duty of anyone working with children and youth to be aware of the possibility of abuse and to immediately report any abuse that is discovered or suspected. Instead of assuming that it cannot happen at our church, we will work together to prevent it. We value the children in our church and we will work to create an environment where adults, youth and children come together to experience God’s love, freely and safely.
Selection and screening of staff and volunteers

Hiring policy for full-time and part-time employees

It is the policy of First Congregational United Church of Christ “First Congregational” to screen potential candidates as follows:

Upon completing an application for employment, the applicant must sign an authorization statement which authorizes First Congregational to conduct all required background-screening checks. The authorization statement is located in Appendix A of this policy.

Responsibility: Applicant

All applicants for full-time employment must provide two or more references who can speak to their qualifications and character. A placement interview must be conducted with each applicant to assess suitability and assist with hiring decisions. Although the initial interview can be conducted by phone, a subsequent face-to-face interview with the hiring authority will be conducted.

Responsibility: The Applicant will provide references. The reference check will be conducted by the Search Committee before offering a call to a potential Minister. For all other applicants, the reference check will be conducted by the Applicant’s manager.

CANTS (Child Abuse and Neglect Tracking System) checks must be conducted through DCFS (Department of Children and Family Services) using the current CANTS Authorization for Background Check for Programs Not Licensed by DCFS. CANTS checks will be repeated every five years.

The CANTS form is available on the DCFS website at and as of the publication of this policy, the form number is CFS689 and has a revision date of 07/2012. The form must be signed by both the candidate and the church. All information on the form must be typed and labeled or the form will be rejected (in the upper right corner, select “Highlight Fields”). There is no cost for the check, and it will take 3-4 weeks to be completed.

Responsibility: The Church Secretary will request the CANTS check and results will be returned to the chairperson of the Personnel Committee. The Church Secretary will keep a database record of when the check was run on each Applicant.

Two Registered Sex Offenders List checks will be conducted. The checks will be done at the time of initial application and at least every five years thereafter.
The first registry is found on the Illinois State Police web site An offender check will be conducted in both DuPage county and the applicant’s county of residence. There is no cost for the check.
The second registry is the Dru Sjodin National Sex Offender Public Website coordinated by the U.S. Department of Justice and is a free, nationwide registry located at: www.nsopw.gov.

Responsibility: The chairperson of the Personnel Committee will conduct these checks. The Church Secretary will keep a database record of when the check was run on each Applicant.

An electronic check through the Illinois State Police Bureau of Investigation will be conducted through the Uniform Conviction Information Act (UCIA) Name Inquiry form. The most current form can be requested through the State Police Bureau of Identification and as of the publication of this policy, the form number is ISP 6-405B. Forms must be ordered from the Illinois State Police Bureau of Identification at no charge and must be submitted to the Bureau by mail and in sequential order (i.e., by form number order). The original will be kept in the employee’s personnel file. Information will be updated every five years.

No authorization is required from the candidate to complete the ISP form. The cost of the name check is $16 (paid for by the Church), and the results of such check take 2-3 weeks.

Responsibility: The Church Secretary will request the UCIA check and results will be returned to the chairperson of the Personnel Committee. The Church Secretary will keep a database record of when the check was run on each Applicant.

Driving record check for any employee who may be transporting youth as part of his or her employment. The employee will provide the Church with a copy of his/her driver’s license, which will provide information allowing the Church to complete a Driving Record Abstract Request Form and submit such Form to the Office of the Secretary of State of Illinois. Public information that can be released includes convictions, withdrawals, and crash information.

No authorization is required from the candidate to complete the Driving Record Abstract Request Form. The cost of the check is $16.00 and the Church pays for such check.

Responsibility: The Church Secretary will request the Illinois Driving record check and results will be returned to the chairperson of the Personnel Committee. The Church Secretary will keep track of when the check was run on each Applicant.

Valid Driver’s License and Proof of Auto Liability Insurance must be verified for any employee who may be transporting youth as part of his or her employment. This will be documented by making a copy of the driver’s license and proof of insurance and such information will be placed in the employee’s personnel file. Driver’s license information will be updated every four years or when a new license is obtained. Insurance information will be updated yearly when employee is driving youth.

Responsibility: The Church Secretary

Upon accepting employment, all full-time and part-time employees will be given a copy of our child safe policy. All employees will also be required to sign a statement indicating that they are agreeing to follow our child-safe policies and procedures.

Responsibility: Chairperson of the Personnel Committee

Employees will be rechecked under the screening process mentioned in this policy every five years.

All Applicant screening results will be maintained in the Church Office in confidential, locked files.

Volunteers serving youth and children

It is the policy of First Congregational to screen potential volunteers who will serve youth and children, as well as the Safe Child Policy Response Team, as follows:

The potential volunteer will be required to complete a Volunteer Application Form (located in Appendix B of this policy) which includes self-disclosing the following information to First Congregational:

information on the volunteer position and church membership information,

proof of a valid driver’s license as well as insurance (if transporting minors),

prior experience working with children and/or youth, and

criminal history.

Responsibility: Potential Volunteer

The potential volunteer will authorize First Congregational to conduct a background check through the DCFS “Child Abuse and Neglect Tracking System” (CANTS) using the current CANTS Authorization for Background Check for Programs Not Licensed by DCFS. A copy of the CANTS form is available on the DCFS website at and as of the publication of this policy, the form number is CFS 689 has a revision date of 07/2012. All information on the form must be typed and labeled or the form will be rejected (in the upper right corner, select “Highlight Fields”). The form must be signed by both the potential volunteer and the church. There is no cost for the check and it will take 3-4 weeks to be completed. A copy of the form authorizing First Congregational to conduct the CANTS check is located in Appendix C of this policy. This form is to be completed by the potential volunteer.

Responsibility: The Church Secretary will request the CANTS check and results will be returned to the chairperson of the Personnel Committee. The Church Secretary will keep a database record of when the check was run for each potential volunteer.

The potential volunteer will be checked against the Dru Sjodin National Sex Offender Public Website coordinated by the U.S. Department of Justice, which is located at www.nsopw.gov; there is no cost for the check.

Responsibility: The chairperson of the Personnel Committee will conduct this check and the Church Secretary will keep a database record of when the check was run for each potential volunteer.

Driving record check for any volunteer who may be transporting youth as part of his or her volunteer work. The volunteer will provide the Church with a copy of his/her driver’s license, which will provide information allowing the Church to complete a Driving Record Abstract Request Form and submit such Form to the Office of the Secretary of State of Illinois. Public information that can be released includes convictions, withdrawals, and crash information. Before public information is released on the individual, notification is mailed to the individual providing the requestor’s name and date of the request. The individual is given 10 days’ notice of the request.

No authorization is required from the volunteer in order to complete the Driving Record Abstract Request Form. The cost of the check is $16.00 and the Church pays for the cost of such check.

Responsibility: The Church Secretary will request the Illinois Driving record check and results will be returned to the chairperson of the Personnel Committee. The Church Secretary will keep a database record of when the check was run for each volunteer.

All volunteer screening results will be maintained in the Church Office in confidential, locked files.

All volunteers will be:

over the age of 16, or work under the supervision of an adult over the age of 18, and
rechecked under the screening process mentioned in this policy every three years (or if they terminate their volunteer position and restart such position).

All Church Members, employees, and volunteers

Child abuse prevention training, as well as training on expected guidelines outlined in this document will be offered annually each fall to everyone working with children and youth. After the training, the volunteers will receive a volunteer information packet and will sign a form indicating they have received the information and agree to follow to the church’s “Safe Sanctuary” and “Safe Child” policies. This form is located in Appendix D of this policy. The training will be offered and monitored by the appropriate Ministry and staff members. For example, volunteers in the music and worship area will be monitored by the Worship and Music Ministry.

Guidelines for interacting with youth or children

First Congregational has set the following guidelines to foster safe interactions while working with youth or children:

Safe Numbers

All volunteers and full-time employees will strive at all times to observe the “two adult or two children“ rule when meeting with youth. The two adults will preferably be unrelated and unmarried/unpartnered.
If an adult is teaching or supervising a group of youth alone, he or she will adhere to the rules outlined in this document.
Adults should avoid one-on-one meetings with youth in private.

Safe Environment

At church

Doors will remain open when meeting with a child or youth, regardless of either party’s gender.
If the door needs to be closed for privacy reasons, the meetings must be held in rooms with a window so that parties in the room are visible from the outside.

Meetings outside church

Meetings held outside church-for example, of a mentor and confirmand- will be in a public place rather than one-on-one in the mentor’s home unless prior parental/guardian approval is given, preferably in writing.
Parents will always be aware of meetings and will have given prior approval, preferably in writing.

Overnights

Will have at least two adult chaperones (at least one male and one female).
Will have separate sleeping accommodations for male and female youth. In cases where there is only 1 large room available, males will be supervised in an area by male chaperones and females in another section by female chaperones.
Will have private changing/bathroom facilities for youth
Parents will give prior approval in writing.
At no time will sleeping accommodations include only one adult and only one youth sleeping in the same room.

Safe Ages

All volunteers will be over the age of 16, or work under the supervision of an adult over the age of 18.

We follow the “five years older” rule. Any leader or volunteer working with youth should be at least five years older than the oldest youth in the group. The use of older youth volunteers will occur only when there is adult supervision.

Safe Transportation

Children and youth, normally, should not be transported home by leaders, helpers or other parents, unless approval is received from a parent.

Where children and youth have to be transported, arrangements should be made to have more than one passenger in the vehicle, unless approval, including telephonic approval, is received from a parent.

In an emergency, discretion must apply, after exhausting all of the above possibilities.

At no time should youth be transported by someone not in possession of a valid driver’s license and insurance.

Where children or youth need to be transported during a church function, no person under the age of 21 may transport others during the church function.

When Abuse is Suspected

Mandatory reporting in IL

In Illinois, the Abused and Neglected Child Reporting Act (ANCRA) designates certain people as “mandated reporters.” These individuals must report any suspected case of child abuse. Illinois clergy are included in this list, and are therefore no longer responsible for making subjective judgments concerning the validity of a possible child abuse claim. Any suspected child abuse must be reported to the Illinois Department of Child and Family Services.

In addition to our legal responsibility, First Congregational recognizes that each child deserves to be free of abuse, and encourages all its employees, volunteers and members to be aware of the possibility of child abuse and to report any suspected cases of abuse.

Warning signs of abuse

Warning signs are not to be considered proof of abuse, but rather areas of concern to be taken into account with other factors which may include the following:

Changes or regression in mood or behavior, particularly where a child withdraws or becomes clinging.
Nervousness/watchfulness.
Sudden under-achievement or lack of concentration.
Running away/stealing/lying.
Any injuries not consistent with the explanation given for them, or where differing explanations have been received.
Injuries which occur to the body in places which are not normally exposed to falls, rough games, etc.
Injuries and illnesses which have not received medical attention.
Any signs of neglect, undernourishment, or inadequate care.
Any allegations made by a child concerning sexual abuse.
Child with excessive preoccupation with sexual matters, and detailed knowledge of adult sexual behavior, or who regularly engages in age-inappropriate sexual play.
Sexual activity through words, play, or drawing.
Child who is sexually provocative or seductive with adults.

How to react if a child tells us he/she has been abused?