Immanuel Lutheran Church Buderim

Risk Management

Policy & Briefing

1. Getting Started

Who Is This For?

Immanuel Lutheran Church Buderim (ILC) is not an organisation or building – it is people. ILC is all of us! We regard every person who serves as a part of the team. Whether in a paid position or not – we are all the personnel of ILC! So this manual is for everybody who is giving service in our community.

What Is This About?

At Immanuel what we do is important – it’s all of us in it together! It’s about showing the love and care of Jesus Christ to the Sunshine Coast. We want what we do to be excellent. We want to do things in a safe and caring way. The State Government now requires all organisations that work with children to have a ‘risk management process’. This is part of our process to achieve that too.

What Is Duty Of Care?

Duty of Care sounds like a legal concept (and it certainly is) but we are more interested in this idea because we want to “do to others what we would have them to us”. We care because it matters!

Duty of Care is:

-our moral, spiritual and legal responsibility

-to not injure or distress people,

-by what we do and what we do not do.

Caring about people is not actually enough – actions matter! So we need a ‘system’ of some kind to ensure that we are aware of risks and do not unintentionally cause harm to those in our care.

Before I Get Started In My New Role At ILC:

Everyone who has any official serving role at our church needs to provide:

a. Application Form

b. Blue Card

c. Code Of Conduct

All adult leaders (over 18s) of our youth ministries must be regular attenders at worship.

All team membersand leaders (paid and volunteer) must do this policy briefing every 2 years.

You are also encouraged to do the LCAQD Professional Standards Training (compulsory for employees)

and the LCA ChildSafe training (compulsory for youth workers and LCW leaders/directors etc.).

What If I’m assisting in some way for a youth event (like cooking) but not in direct contact with minors?

If you are assisting by cooking on one of our rosters you may not have to do this training and get a blue card.

You can consult our Coach or YAC (Youth Admin Coordinator) about this.

But if you will be assisting with something like cooking or cleaning we must supply you with a copy of our guidelines for that area of service (guidelines are at the back of this booklet).

2. Basics For Serving At Immanuel Church

No More Than Two Key Roles

Leaders must not have more than two key roles within our ministry. This guideline was set by Church Council in 2014 to ensure that we do not burn out people and that ministry continues to grow and be shared by all.

Children

Children remain the sole responsibility of their parent/guardian while involved in ministry at Immanuel.

Sorry No Smoking

Smoking is not permitted within ILC buildings and structures, including all covered areas.

Insurance

All those serving (including volunteers) in our ministry are covered by the Public Liability Insurance of ILC.

Respectable Attire

We aim to present a welcoming and caring image. When you are serving in ministry at Immanuel highly revealing clothing can give a bad impression. So please remember that you serve in Christ’s place.

First Aid Kits

A first aid kit is located in the labelled cupboard in the church hallway directly opposite the administration office. Another is located in the Cave area downstairs. ILC youth also have a number of portable first aid kits.

Privacy

Immanuel Lutheran Church gathers and stores the following information: names, addresses, phone numbers, email addresses. This information is stored only for the purpose of communication with and care for our church community. No personal details are given out to anyone not in this contact list. Details will not be published or made available anywhere else without prior consent. If you have any questions about our privacy policy or wish to be removed from the list, please contact the office.

Our parish ‘Contact List’ is only distributed to members by direct handling (not available to the public).

Printed Material cannot contain names, phone numbers or addresses without prior consent. Any filing cabinets containing personal data must be locked. Information containing people’s personal details must not be left around the Immanuel complex or in unsecure places in the offices as visitors are often present.

Information Technology

As our network services are provided by Immanuel College we abide by the ImmanuelCollege policy.

All users must use our computers in appropriate ways:

-abiding by ILC privacy policy

-abiding by copyright law

-in keeping with Christian morality.

Copyright

Immanuel Lutheran Church subscribes to two copyright licences CCLI and the SongSelect score service:

Our licence gives the ability to reproduce song words covered by CCLI for display and print. This notice must be used:"Title, Author, © 1994, Copyright holder. Used with permission. CCLI Licence 46616".

Our music licence allows us to reproduce scores. This can only be done if the song is in the CCLI catalogue (at Scores are printed through CCLI's SONGSELECT and we report copying activity through this website. Our music coordinator & band leaders have our username and password for SongSelect.

3. Safe Place Policy

Sexual abuse by people in positions of trust has a destructive impact on many lives. Such abuse is totally unacceptable to our church, and to society. It is never too late to report something or to ask for help or advice. By asking about it you are helping yourself as well as assisting our church to be a safe place for all.

What is sexual abuse?

Sexual abuse (which includes any form of harassment orexploitation) occurs when any personin a position of trust uses his or her power in that position to satisfy a sexual need or desire. Sexual abuse can include physical contact from the person in the position of trust (pastor, teacher, other church worker, etc), such as:

  • sexual touch and 'accidental' touch
  • unwanted physical contact, such as ticklingand playful aggression that makes you uncomfortable
  • prolonged hug when a brief hug is customary
  • kissing on the lips when a kiss on the cheek is appropriate
  • pressing up against your body
  • an inappropriate gift (such as lingerie, condom) frompersons in positions of trust
  • sexual intercourse

Sexual abuse can also include verbal behaviour initiated by a person in a position of trust when such behaviour sexualises a relationship:

  • sexually orientated humour or behaviour
  • repeated unwelcome requests for social contact
  • questions about intimate details of your relationships
  • tales of the abuser's sexual exploits

Sexual abuse can also include non-verbal behaviour such as:

  • prolonged gazing or staring at areas of the body, eg breasts, legs, buttocks.

Why is sexual abuse wrong?

Sexual contact within a relationship in which one of the persons holds a position of trust is a violation of the relationship and of professional ethics. There is a difference in power between that person and a member of the congregation, student, client, etc. The difference in power means that you cannot give meaningful consent to sexual contact.

Is sexual contact between you and persons who hold positions of trust ever acceptable?

It is possible for a romantic relationship to develop between two people, which may lead to sexual activity that is appropriate. If single people in a position of trust wish to pursue such a relationship, they must remove themselves from any role with the other person that causes ethical and professional conflict.

How do you know if boundaries have been crossed?

  • You feel uncomfortable and confused with the interaction, even if you are initially flattered.
  • The person in a position of trust is spending significant time with you,and paying you much attention.
  • You are receiving personal gifts from a person in a position of trust.
  • Instead of offering you support,the person in a position of trust focuses on his or her own problems.
  • You receive invitations for intimate, social occasions.
  • You are touched in a way that you find confusing, uncomfortable or upsetting.
  • Theological rationale is given for inappropriate conduct, e.g. “God has brought us together”.

1 / Immanuel Risk Management Policy & Briefing – Version 7.0 23/06/2016

What should you do if you are sexually attracted to a person in a position of trust?

There may be nothing wrong with your feelings. The person in a position of trust may be a very attractive, caring, sensitive person. Should youchoose to share your feelings of attraction, it is the professional responsibility of the person in a position of trust to honour your feelings and help you understand that he or she cannot reciprocate your interest in an intimate relationship while acting in a professional relationship.

There is no need to feel rejected if that happens. The person in a position of trust is simply trying to preserve his or her position of trust with you. Clearly, it would be most improper for a married person in a position of trust, whether acting in a professional capacity or not, to reciprocate interest in an intimate relationship.

What should you do if you believe you are a victim of sexual abuse within the LCA?

Ring the LCA Safe Place hotline on1800 664 628. You will be put incontact with a person trained to listen to your concerns. That person will acquaint you with the LCA’s procedures for dealing with alleged misconduct by any person holding a position of trust within the LCA. Remember that you might not be the only person to whom this has happened and that your action can help both yourself and others. RememberalsothatthisisNOTanalternativetocontactingthe authorities.

ChildAbuseDefined

AccordingtotheWorldHealthOrganisation (WHO) childabuseconstitutes:

“allformsofphysicaland/oremotionalill-treatment,sexualabuse,

neglector negligent treatmentorcommercialorotherexploitation,

resultinginactualorpotentialharm to the child’s health, survival or development of dignity

in the context of a relationship of responsibility, trust or power.”

IfYouSuspectThatAChildHasBeenHarmedOrIsAtRisk:

Be aware that the young person may be feeling scared, guilty, or ashamed, angry or powerless.

You may feel upset, angry, disgusted, or disbelieving.

The first thing to do is stay calm and manage your feelings.

  • Be alert to any warning signs that a child is experiencing
  • Observe the child and make written notes as soon as you have concerns.
  • Pay attention to changes in behaviour, ideas, feelings, and the words you use.
  • Talk to your leader/coordinator first before approaching a child or youth about what you observed.
  • Have gentle non-judgemental discussions with the child, your role is to listen, not investigate.
  • Do not pressure a child to respond and do not ask questions that put words into their mouth.
  • Assure them that they can come and talk to you when they need to and listen to them.
  • When a child is being abused it does not go away and usually becomes more serious over time.
  • Seek expert advice by contacting ‘Child Safety Services’ (next page).

Responding To Disclosures

  • Don’t investigate – it is not your job.
  • Don’t dismiss the disclosure.
  • Don’t make promises.
  • Don’t ask probing questions.
  • Listen non-judgementally, report it to the authorities (next page)and event coordinator.
  • Ensure you are supported emotionally by debriefing with a safe appropriate person.

If an allegation is made against an Immanuel Leader or team member all of the above still apply, especially reporting it to the authorities. In this case the leader will need to be removed from leadership until the matter is resolved.

If you suspect that a child is in danger of or is a victim of abusereport it:

Call Child Safety Services

North Coast Regional Centre

1300 703 921 or 07 5420 9049

After Hours

1800 177 135 or 07 3235 9999

If you believe a child is in immediate danger

or in a life-threatening situation contact:

Queensland Police Service

000

If you are aware of a crime that may have occurred call:

Queensland Crime Stoppers

1800 333 000

When you make a report to Child Safety Services

or the Queensland Police Service, your details

are kept confidential and your identity is strictly protected.

You are also welcome to ring the Lutheran Church of Australia ‘Safe Place’ hotline.

This is NOT an alternative to reporting to the authorities.

Safe Place Hotline

1800 644 628

The Safe Place Advisor, PO Box 159, Marden, S.A. 5070

4. When Things Go Wobbly

Everyone Has A Right To Feel Safe – All The Time!

-If someone behaves in a threatening way we CAN ask them to leave the event.

-If someone makes anyone afraid we can ask them toleave.

-We make this standard clear for all events and camps (including in camp rules).

-If a visitor is asked to leave and they refuse or continue to threaten others we contact the police.

Safety Hazards

Please report any safety hazards to your coordinator or the Book Keeper at the Church Office.

Responding When An Incident Occurs For Young People

  1. Ensure that the young person feels safe.

To restore the young person’s sense of safety is critical and will involve removing them from the situation. Put this first before counselling or anything else.

  1. Provide for the young person’s immediate needs.

Food, drink, warmth, toilets etc.

  1. Reunite the young person with their family.

It’s critical to reunite them with family as fast as possible.

  1. Communicate with the young person.

Give them sufficient information so they know what’s happening next. Listen to them!

  1. Involve the young person.

Allow young people to care for each other. Help them have a feeling of being in control.

  1. Accept (but do not encourage) regressive behaviour.

When things go wrong young people may behave more immaturely than normal. Don’t over react to this behaviour, but at the same time don’t allow it to get out of control.

  1. Protect the child from exposure to media.

Don’t leave the child alone and exposed to intrusion or extra stress.

  • From ‘Defusing the Critical Incident’ by Jennifer Cavanought, 2002.
  • Quoted in the Childsafe Team Member booklet © Lutheran Church Of Australia, 2007.

Reporting Accidents & Incidents

All incidents, accidents and injuries that occur are to be reported:

  1. Notify the event coordinator immediately
  2. Consult a medical practitioner (if necessary)
  3. Complete an Incident Form (form G) and give to the Book Keeper
  4. Complete insurance forms (if necessary)

To understand incident and accidentreportingsee our Child Protection & Risk Management Policy (part 7).

Fire Safety

In case of FIRE or smoke alarms sounding or evidence of fire leave through the nearest EXIT.

Alert other occupants.

Assist other people to evacuate to assembly area without endangering yourself.

Assemble in the college Stadium Oval Embankment as shown in the Evacuation Chart...

Follow EXIT signs to locate emergency exit at front entrance to building.

Contact the Fire Service 000 - give an accurate location (Forest Drive, Buderim.) & clear description of the incident.

Remain in assembly area until everyone is accounted for and the manager has arrived.

Do not re-enter the building until advised by the Fire Service.

Do not fight a fire – instead ensure this evacuation procedure is followed!

Lock Down (In Situations Of Extreme Danger)

  1. Immediately call the police on 000.
  2. Gather all young people, ensure they are out of sight of windows and entrances.
  3. If safe move to the Worship Centre kitchenand upstairs store room and lock from inside.
  4. Count heads and compare to the sign-in sheet to ensure you have everyone.
  5. If during school hours please phone Immanuel College to inform them of danger.
  6. Wait until you hear the ‘all clear’ on the College PA System or receive a call on your mobile from police.

5. Social Media

Farris Timmi MD was medical director for the Mayo Clinic Center for Social Media. The following was his approach:

Don’t Lie, Don’t Pry

Don’t Cheat, Can’t Delete

Don’t Steal, Don’t Reveal

Each of these behaviours will hurt others – and may lead to you being hurt too. Can you see how?

Online everything is permanent. So before you post to social media or any online communication ask:

  1. To whom are you posting / who is your audience?
  2. Is this post appropriate for all ages?
  3. Does my post add value to the conversation?
  4. Will I be OK with people seeing this post in 5 years’ time?

6. A Few Online Safety Tips

  1. Be On Guard:

-Avoid talking to strangers online.

-Don’t interact with someone that you are not aware is a ‘real person’ in the offline world.

  1. Online Behaviours To Beware Of

-Beware of any online contact that tries to ‘switch’ you from one forum to another (E.g. FB to Skype)

-Beware of anyone who changes the topic in more risky directions or introduces sexual content.

-Block any stranger who seeks details like school, suburb, hangouts, address, school, phone no.

-Beware of any stranger online who asks to meet you in person.

-If you encounter these things on FB or anywhere privately warn your friends about the contact.

  1. If you encounter anything suspicious online report it. Print it and call Crime Stoppers 1800 333 000
  1. Photos:
  2. Do not post high quality (hi-res) photos online.
  3. Never post pictures of yourself that identify where you live or go to school.
  4. Generally use group photos or other photos for your identity or profile pic.
  5. Get permission before publishing photos of friends or family online.
  6. Do not post a lot of photos online.
  1. NEVER post your address, mobile phone number, etc. online.
  2. NEVER respond to spam or threatening emails – report them.
  3. NEVER lie about your age online – it may come back to haunt you later.
  4. BE AWARE of risky behaviour from friend online and block them if they invite you to join in.

When a friend online or offline talks of self-harm of any kind or suicide:

  • Listen to what they are saying and how they are feeling
  • Top priority: encourage or help them to tell family, a friend, a teacher, youthworker, doctor.
  • Link them into or
  • Remember to care for yourself too as helping vulnerable people is stressful.

The above steps are advised by the Queensland Commission For Children Young People & Child Guardian