Administration

Safety and Risk Management Issues for Congregation Leaders
By Laurel Amabile, Lifespan Program Consultant, Thomas Jefferson District and the Learning Center for Leadership

Recent events and societal trends have prompted more questions and concerns about safety policies and risk management procedures to protect children and youth in our congregations. Here I will do my best to offer some recommendations and point you to some resources that can guide your congregation in this often complicated and uncomfortable subject.

Unitarian Universalist Congregations are divided as to how they handling the screening of volunteers working with children and youth ? some have written applications and do background checks; many have written safety policies or standardized procedures they use to protect children and set forth expectations for their volunteers. Official background checks may be advisable in congregations experiencing rapid growth and those with populations of people moving in and out of the area (military bases, technology centers, and universities).

In my years as a director of religious education, the congregations I served did not go to the extent of official background checks, though that is a process worth consideration. Based on my training and experience as a religious education professional I would strongly recommend the following advice:

1. Do not recruit religious education volunteers who are new to your congregation - allow at least six months for them to function appropriately in the life of the congregation. Some individuals and families come directly from years of service at other UU congregations. These folks may be experienced enough to work with children and youth sooner than six months, though it is best to contact that congregation for references and recommendations from the director of religious education or the parish minister.

2. Orient and train all religious education volunteers to the religious education program, policies, and expectations ? providing a packet of materials that includes a calendar for the year, child and faith development info, suggestions for religious education teachers, and religious education program policies, including safety policies and procedures. In this should be a copy of the UUA Code of Ethics for Adults Working With Children and Youth.

3. Have all church staff and volunteers working with children and youth review and sign a copy of our code of ethics YEARLY and keep signed copies on file in the office.

4. Put in writing and make official (by governing board sanction or vote) any policies and procedures in place related to safety:

   a) Institute Universal Precautions for infectious diseases, handling of bodily fluids, etc. (Especially nursery and toddler caregivers.)

   b) Establish an emergency evacuation procedure (schedule practice drills at least once a year).

   c) Clearly defined behavior/safety expectations for children, youth and adults both inside and outside of the church building (such as playground safety procedures).

   d) Medical Release Form to be provided for any off?site field trip or church sponsored activity signed by parent/guardian with copies of the forms provided to the assigned drivers or chaperones.

   e) Written applications and personal reference checks for mentors of youth, or any volunteers who will be working with children or youth outside of the church, but in a church?sponsored role, such as Coming of Age mentors.

5. Review your church liability policy to track responsibilities and areas of liability related to religious education activities.

   a) Inspect insurance policy for who empowers all non?ordained staff and/or volunteers in their scopes of responsibility. Is this the governing board? The parish minister? Is the director of religious education or religious education committee accountable for incidents related to children and youth during religious education?sponsored events?

   b) Know how claims are handled in the event of playground accident and for any accidents in cars driven by staff or volunteers. (It is a good idea to have a copy of your volunteer drivers' license and insurance card on file when trips are scheduled.)

   c) All of these conditions can vary from policy to policy and additional professional insurance or steps may need to be put in place, if the policies are lacking certain coverage. Consult with your congregation's insurance representative/agent for further clarification and recommendations.

   d) Contact your state officials about the existence of "good samaritan" provisions that may protect volunteers during their service to your organization.

6. Document any incidents or reports of injuries or accidents and keep on file. Use a standardized form, and make sure religious education incidents are reported to the minister. Research done by Christian Ministry Resources indicates that 1 in 50 churches are sued each year, most related to injury claims.

Other things to explore related to safety and risk management in churches:

1. The ratio of adults to children or youth - avoid having only one adult in a room with children and youth; at least two is preferable.

2. Assess your congregation's areas of vulnerability. Ask yourselves: Can children or youth be isolated in our buildings or grounds? Can those in upstairs classrooms get out of the building in the case of emergency, such as fire? Should there be windows in the doors to keep an eye on the activities?

3. Provide training for staff and volunteers in basic first aid, universal precautions (handling bodily fluids and dealing with infectious diseases), child abuse protection, and fire safety procedures.

4. Determine the process to be followed if there is an incident or accusation of abuse or neglect. Know your state laws on reporting abuse or neglect. (For example, North Carolina has mandatory reporting requirements for all adults, including clergy.)

5. Discuss the behaviors you would look for that are indicators of inappropriate conduct or potential abuse. Make sure that the minister or director of religious education is aware of anyone who is observed behaving inappropriately with a child or youth.

6. Determine how often to do an inspection of the playground equipment, toys, and classroom areas to ensure safety. (Look for cracks in toys and equipment, check swing chains and eye hooks, raised nail heads, etc.)

Legal advisors of nonprofit organizations and churches advise that these steps be taken to provide a safe environment and to demonstrate the intent to protect and ensure safety through explicit means, such as written safety policies and procedures, medical release forms, safe practices and proper training of staff and volunteers. In addition, we have the moral obligation to do so as faith organizations and leaders.

Additional resources on the subject of risk management and safety in congregations:

Safe and Secure: The Alban Guide to Protecting Your Congregation, 1999, by Jeffrey W. Hanna, Alban Institute publication #AL202. Alban Institute book store: 1-800-486-1318 ext. 244, or online: www.alban.org

Energize Volunteer Resource Catalog and website: www.energizeinc.com or 1-800-395-9800.

Church Mutual Insurance Co, 1-800-554-2642, UUA's insurance company: http://www.churchmutual.com can provide some information for congregations and leaders about videos, and educational materials about sexual abuse in the church. (This company has a check sheet with a variety of free copies of risk management materials, which you can request via the mail.)

Risk Management Handbook, published by Christian Ministries Resources, Institute for Church Leadership, http://www.iclonline.com 704-821-3845. On this website there is a link to the GuideOne Insurance Company, which has a number of excellent on-line resources for risk management. The web address: www.guideonecenter.com.

Also available from the Institute for Church Leadership website, http://www.iclonline.com The 2002 Cambridge Program in Risk Management for Churches and Schools, at website address: http://cmr.gospelcom.net/cambridge.htm

Additional Unitarian Universalist Association resources:

UUA website address: www.uua.org Main Telephone # 617-742-2100

The Safety/Abuse Clearinghouse Resource Packet, available from the Lifespan Faith Development Staff Group. Contact Pat Hoertdoerfer, Director of Children, Families, and Intergenerational Programs. Email: phoertdoerfer@uua.org or call 617-742-2100 ext. 362.

Creating Safe Congregations: Toward an Ethic of Right Relations Workbook, 1997, edited by Pat Hoertdoerfer and William Sinkford, UUA Bookstore Item #5331. UUA Bookstore: 1-800-215-9076, or online: www.uua.org/bookstore

The UUA Congregation Handbook, property insurance section: http://www.uua.org/cde/handbook/conghand-19a.htm: Full handbook is available via the UUA Book Store.

The UUA's Our Whole Lives, sexuality education series offers some advice on issues related to sexual abuse and safety. These materials are available from the UUA Bookstore and may be borrowed from district RE Lending Libraries.

In addition, I have compiled a collection of various safety and abuse policies over the years from UU congregations that can be used as models for developing your own policies and procedures. Some sample forms are on the next few pages. This collection includes sample medical release forms, code of ethics statements, incident documentation forms, etc. I will gladly send out a set of these for your congregation's use upon request and you may share them freely! In order to do so, I will need your complete name and mailing address.

Laurel Amabile, Lifespan RE Program Consultant, Thomas Jefferson District & Learning Center for Leadership, 828-645-0882, Laurelamabile@aol.com

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(NAME OF CONGREGATION)
RELIGIOUS EDUCATION PROGRAM
YOUTH PARTICIPATION RELEASE AND AUTHORIZATION FOR EMERGENCY MEDICAL TREATMENT

I,___________________________, the undersigned represent that I am the Parent/Guardian of ___________________________-my son/daughter. I grant permission for my child to participate in the following adult supervised activity: ________________________________________________________________________________. The activity will take place at the following location(s) ________________________________________________________________________________ from ________________________(date & time) to ___________________________(date & time) , and I grant permission for my son/daughter to be transported to and from the location by reasonable and safe means.

I agree and hereby do release and hold harmless the and/or any and all adult supervisors for the activity, from and for any and all liability which may arise for damages, loss or injuries, either to person or property, which my son/daughter may sustain while engaged in the activity conducted, including, but not limited to, any damages, loss or injuries that may be sustained through transportation to and from the activity .

Should any injury occur, I grant permission for my son/daughter to receive emergency treatment from an appropriate health care provider to be selected by the adult supervisor of the activity, when, in such supervisor's opinion, the need for such treatment is immediate, and when efforts to contact me (us) are unsuccessful. I also agree to pay and be responsible for all medical, hospital or other expenses which the and/or any and all adult supervisors may incur as a result of securing such treatment.

I further agree to assume responsibility for any liability which may arise for damages, loss or injuries, as described herein which may be caused or contributed to by my son/daughter to the person or property of others.

Signature: ____________________________________Date:___________________________
Home address: ________________________________Email___________________________
Home phone number:___________________ Emergency phone number:_________________
Family Physician/Practice:_______________________ _______________________________
Physician's phone number:_______________________
Parent or Guardian's Employer:____________________________________________________
Health Insurance provider: ___________________Policy/Group#:________________________
Child's Allergies: _______________________________________________________________
Physical limitations:_____________________________________________________________
Medicine Child is currently taking: _________________________________________________
Other needs____________________________________________________________________

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RELIGIOUS EDUCATION PROGRAM
INCIDENT REPORT FORM

Date of Incident__________________ Time of incident______________________________
Place(s) where incident occurred_________________________________________________
Name(s) of person(s) involved __________________________________________________
Brief Description of incident______________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________

(Use the back of this form as needed, or attach any supporting materials when completing.)

Did you observe the described incident directly? Yes No

If not, who or what was your source of this information?______________________________
Signed date-_________________________________

(Please return this completed form with any supporting material to the religious education office for handling and filing.)

Thank You.

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RELIGIOUS EDUCATION PROGRAM
CONFIDENTIAL DOCUMENTATION FORM

Date__________________________________

Person(s) involved:___________________________________________________________

Briefly describe the circumstances from your perspective:

Use the back of this form as needed, or attach any supporting materials when completing.) ____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
_____________________________________________________________________________________
Use the back of this form as needed, or attach any supporting materials when completing.

Did you observe the above circumstance directly? Yes No

If not, who or what was your source of this information?____________________________________________
Was there a referral in this case? ________________If so, to whom?_________
Copies of this form filed:

Religious Education Office — Church Office — Minister's Office

Signed:________________________________________ Date ____________________________

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(NAME OF CONGREGATION)
RELIGIOUS EDUCATION PROGRAM
UNIVERSAL PRECAUTION PROCEDURE

One of the pressing problems of community and institutional programs today is how to address the reality of the HIV/AIDS epidemic and other infectious diseases. These diseases can be easily spread through improper hygiene practices when handling the bodily fluids of infected individuals. Current practice in most institutional settings is to use universal precautions, that is, that all people must be treated as though they may be infected. There are several basic practices that we must implement in our Religious Education program and church nursery:

1.Protective measures for the handling and disposal of bodily fluids that include:

*The use of latex gloves for all diaper changes and in treating any conditions where there is blood. Latex gloves are located in every class space and in the first aid kits in the kitchen or bathroom areas, in the nursery and preschool rooms.

Disposal of all soiled diapers and materials - including used latex gloves - in a covered trash receptacle. Washable changing pads, etc. should be wrapped in a plastic bag for cleaning, and replaced with clean ones. Thorough cleaning of surfaces with a bleach solution should follow. Careful hand washing with soap and warm water after disposal of soiled items.

2) Awareness and education on the part of staff and volunteers about HIV/AIDS and infectious disease transmission and prevention, in general and in our church setting: instruction on the use of the protective measures in the above section. Review of policy and procedure by all paid and volunteer staff at the start of their term of service.

Duties in the Religious Education Program:
The use of educational videos and training programs for volunteers and paid staff. Presenting information to the children, parents and the greater church community to raise awareness and to encourage broader support.

*Latex gloves have proved effective in preventing transmission of many infectious diseases to health care workers. But for some workers, exposures to latex may result in skin rashes; hives; flushing; itching; nasal, eye, or sinus symptoms; asthma; and (rarely) shock. Reports of such allergic reactions to latex have increased in recent years --especially among health care workers. You may wish to determine if any of your staff or volunteers has such an allergy.

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EMERGENCY EVACUATION PLAN
FOR RELIGIOUS EDUCATION PROGRAM SPACES

The Religious Education Committee and Director of Religious Education have established the following procedure for the safe and effective evacuation of children, youth and adults located in the RE Program spaces, in the event of fire or other emergencies. This procedure has met with approval by the Board of Trustees of this congregation.

Logistics
A map of the RE Program spaces is located by all classroom and RE common spaces, indicating the locations of all exits, fire extinguishers, and alarms.

All exit doors in the RE program spaces and classrooms will be unlocked on Sunday mornings. Key and whistle rings available for adults assigned to chaperone child/youth activities in these spaces during non-Sunday morning times. The whistle will be blown only in the event of emergency or evacuation.

In evacuating the RE spaces, all children in the main building will be walked together through the nearest available exit to the far lower corner of the playground. Once assembled, the group will remain there awaiting further instructions.

RE Staff and/or Sunday morning coordinators will be in charge of signaling for evacuation, giving oral instructions during the evacuation, calling 911 (if needed), and checking spaces before leaving the building to join the group outside.

RE Teachers will be in charge of the children in their class, keeping a head count, ensuring an orderly departure and return, staying with their group.

RE Greeters and other adults will be asked to assist the nursery and preschool children exit, particularly if the window exits must be used. In this case, those assisting will go to the outside of the windows to help the children exit safely.

Equipment
Brass rings with whistles and a master key to the church buildings will be located in the RE kitchen in the church for accessibility. Additional key and whistle rings will be made available to all assigned RE staff and Sunday morning coordinators to carry while on duty.

The preschool classrooms will have knotted ropes available in their classrooms to hold on to during drills, and in actual emergencies, to help them stay safely together.

Information and Publicity
RE Teachers and paid staff will receive information on this procedure during orientation and check-in meetings. Printed copies of this plan will be made available to families yearly, and will be posted in the RE Kitchen for the weekly RE greeters to review.

Children, youth and adults will participate in periodic drills, and will be offered education about fire safety and emergency procedures at least once a year at each session. Information about this plan will be available to all families upon registering their children in the RE Program, and publicized periodically in the church newsletter, orders of service, bulletin boards and handouts, so that the broader church community is kept informed.

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RELIGIOUS EDUCATION PROGRAM
PLAYGROUND SAFETY GUIDELINES: WELCOME TO OUR PLAY GROUND

To ensure the safe and enjoyable use of our playground facilities, please follow these guidelines:

1) Adult supervision of children age 11 and younger is required.
2) Use the play equipment safely.
3) Move carefully around smaller children--NO ROUGH PLAY!
4) Wear shoes at all times.
5) Keep playground gates closed.
6) Cover the sand box and put away toys when not in use.
7) Dogs must be kept outside and away from the playground gates.
8) No smoking - ours is a tobacco-free campus.

Thank you!

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(NAME OF CONGREGATION)
YOUTH PROGRAM
GUIDELINES FOR COMMUNITY & INDIVIDUAL BEHAVIOR

Because we strive to be a safe community for all involved, the following guidelines must be observed during the scheduled youth activity.

THE BIG FOUR:

1. NO POSSESSION OR CONSUMPTION OF ALCOHOL OR ILLEGAL DRUGS
2. NO POSSESSION OR USE OF TOBACCO PRODUCTS UNDER THE AGE OF 18
3. NO SEXUAL ACTIVITY
4. NO VIOLENCE OR DESTRUCTION OF PROPERTY

Violation of these rules may result in removal from the youth activity so that a safe and appropriate community is maintained for all participants. All youth and advisor participants are expected to operate within these guidelines throughout the event. In addition, all youth participants who attend this activity are expected to stay on site with the group for the duration, unless otherwise arranged by parent/guardian.

The Youth Participant Agreement:
I ___________________________________, have read and agree to abide by the rules of this event. I understand that failure to do so will result in my removal from the activity. Signature of youth participant _______________________________

The Permission Slip:
I,________________________________________ , give permission for my son/daughter, __________________________________________, to attend the scheduled youth activity sponsored by this congregation from _______________________ (Date/time) To __________________________ (Date/time) , at __________________________(Location) .

I have read the above rules and accept responsibility for retrieving my son/daughter should she/he violate any of the above guidelines.

Signature of parent/guardian______________________________________________