HARPETH CHRISTIAN CHURCH
Child Protection Policy and Procedures
(Birth-17 years of age)
Updated: March 2024
Introduction
Harpeth Christian Church is committed to children and youth and their care. In order to promote a safe and secure environment for children, the following policy has been developed for all church-planned events on and off campus. The sole purpose of this policy is the protection and safety of the children at Harpeth Christian Church.
Policy
Harpeth Christian is committed to creating a wholesome environment where children may grow physically, mentally, emotionally, and spiritually under the direction of dedicated leaders. Thus, Harpeth Christian Church is committed to the prevention of child abuse and to assisting those who are affected by incidents of child abuse. Harpeth Christian Church is also committed to complying with legal requirements for reporting child abuse.
For purposes of this policy, child abuse is defined as intentional or negligent physical injury, sexual abuse, or emotional abuse inflicted upon a child, other than by accidental means, by those responsible for the child’s care, custody, and control or from persons who are volunteers or employees. All employees and/or volunteers working with children in church are expected to support this policy and will be required to be familiar with it.
Selection and Screening
To establish a safe environment, Harpeth Christian Church will conduct a screening process for all individuals involved with children (birth-17 years of age) during church-planned events on and off campus. This involves training (as defined below), filling out an application form, furnishing references, giving permission for a background check and signing a document indicating you have reviewed, understand, and will comply with the policy.
Training
Training consists of completing the Harpeth Christian Church training or similar program. If volunteers are brought in during the course of the school year, the training will consist of online training on child abuse and protection and reviewing the policy.
Application
Each individual seeking to work with children in any capacity during church-planned events on and off campus will be required to complete an application requesting basic information. The information requested will consist of only those items considered vital to child safety standards at Harpeth Christian Church. The information in the application form will be treated as strictly confidential and access will be restricted to the Discipleship Kids Staff, Elders and Executive Minister.
Background Check
Each person involved with children in any capacity during church-planned events on and off campus will undergo a background check through an agency or a website service authorized to do so by Tennessee law. The background check will be at the expense of the church and will be treated as strictly confidential. Information returned on the background check will be available to the Discipleship Kids Staff, Elders and Executive Minister only. The Discipleship Kids Staff and Executive Minister will address any problems resulting from the background check. Any applicant with a criminal court conviction, juvenile court adjudication, or Department of Children’s Services “indication” for child abuse, physical abuse, sexual or violent crime cannot be engaged in any capacity that would bring them into contact with children. It will be at the discretion of the Discipleship Kids Staff and Executive Minister to decide if any applicant can work with children. Refusal to consent to the background check will disqualify an applicant from being utilized as a volunteer worker or paid positions that involve contact with children.
Waiting Period
Newcomers to the Harpeth Christian Church congregation will be subject to a waiting period before being utilized in volunteer positions involving contact with children. They will be subject to the screening process outlined above.
Operations
To achieve the goal of maximizing the safety and well-being of children at Harpeth Christian Church, this policy defines the responsibilities for workers and parents or responsible adults.
General Guidelines for Workers
Two Worker Rule
A minimum of two workers will be with children at all times during church-planned events on or off-campus. Any worker under the age of sixteen must have an adult worker present during all activities and classes. The “two workers” rule prohibits one worker from being in an isolated setting with a child or group of children without another worker present. Observation of this rule serves not only to protect the child but also to protect the worker against the possibility of false accusations.
Classroom Doors
Full doors should be left open if there is not a half door or window in the door or wall. Windows shall remain free from obstructions. All of our classroom and office doors currently have windows.
Visitation
A worker should not visit in seclusion with a child or take a child out from the group on a one-on-one basis. During activities where there is a legitimate reason or parental consent for being alone with a child (for example, pastoral counseling), the visitation must be conducted in a place where there are other people nearby to observe the activity or in a room that observes the classroom door guidelines. Ministers, Elders, directors, and coordinators may make unannounced visits to classrooms or other program sites.
Releasing
Supervision must be maintained after an event until all children up through 5th grade are in the custody of the parent, responsible adult, or sibling sixth grade and older. Two workers must remain until all children are in the custody of the parent, responsible adult, or sibling sixth grade and older. When children are entrusted into the care of the Harpeth Christian Church’s Children's Ministry it is understood that ministry leaders have the responsibility to only release them when it is safe to do so. If a parent, responsible adult, or sibling sixth grade and older comes to pick up a child while showing obvious signs of impairment the ministry reserves the right to question the parent, responsible adult, or sibling sixth grade and older to see if it is safe to release the child. If the ministry leader has reason to suspect that releasing the child is placing them in an abusive situation, they reserve the right to interview the parent, responsible adult, or sibling sixth grade and older to ensure the child's safety. In cases where impairment or abuse is suspected the ministry leaders will follow the rule of law and alert the appropriate authorities.
Health and Safety Issues
Workers or adults in charge will always be present. All incident/accident reports will be completed and kept confidential and on file. Nursery workers will clean all of the toys in each nursery before they are put back in the toy boxes. There will be two to four adult workers in each nursery. Workers will wash their hands after changing diapers. Diapering will be done in the presence of another worker. Children that are not capable of using the bathroom without assistance will be assisted by either one worker or the “hall security” member. Children that are capable of using the bathroom will use designated facilities monitored by the worker or the “hall security” member. Children should never be in a bathroom stall or a single bathroom without stalls with other children under any circumstance. When taking children to a bathroom with multiple stalls, an adult worker must remain in the bathroom, outside the stalls, ensuring there is only one child per stall.
Check-In/Check-Out
All children up through 5th grade will be checked in to an activity at a check-in kiosk. Parents of children up through 5th grade will obtain a parent receipt upon check-in of their children. This receipt is necessary for children 5th grade and younger to be released into parent, responsible adult, or sibling sixth grade and older’ care.
Responsible Adult Definition for Children Birth through 5th Grade
A responsible adult is defined to be a legal guardian, grandparent, family member or adult supervisor responsible for a particular child. No children, birth-5th grade, are allowed to be left in a classroom or on church premises without a parent or responsible adult.
General Guidelines for Parents or Responsible Adults of Children 0-24 months (Nursery)
Check-In Procedure
Parents or responsible adults will take their babies to the appropriate nursery, but will be asked not to come in. There will be a nursery worker at the door to take the baby and any personal items required for maintaining the baby. To ensure the safety of our children, a computer security tagging system is used to identify children with their parents. In addition, the parent or responsible adult will leave a cell phone number where they can be reached to alert them of any problems. The baby will also have a name tag placed on them. It is imperative that the nursery workers are informed of any food allergies and/or medical conditions.
Pick Up Procedure
The parent, responsible adult, or sibling sixth grade and older will return to the nursery drop-off area. The parent, responsible adult, or sibling sixth grade and older will present the parent receipt they received at check-in to the nursery worker. The nursery worker will then release the child to the parent, responsible adult, or sibling sixth grade and older. Nursery workers have been instructed to release children only to those parents, responsible adults, or siblings sixth grade and older who present the corresponding receipt. The parent, responsible adult, or sibling sixth grade and older are asked not to come into the nursery at pick-up time. The child and his or her belongings will be given to the parent, responsible adult, or sibling sixth grade and older at the Nursery door upon presentation of the receipt. As a reminder, parents or responsible adults are asked to label ALL of their babies’ belongings—e.g., bottles, blankets, pacifiers, cups, etc. Tags are available in the nursery for diaper bags.
Health and Safety Issues
Parents or responsible adults are asked to follow the proceeding health guidelines to help keep the nurseries as germ-free as possible:
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No baby who has a fever, diarrhea, or vomiting within twenty-four hours should be brought to the nursery.
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No baby with excessive coughing, sneezing, or runny nose should be brought to the nursery.
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No baby with any contagious virus or infection should be brought to the nursery.
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If a baby needs medication while they are in the nursery, the parent or responsible adult is required to come and administer the medication.
General Guidelines for Parents or Responsible adults of Children 2 years-5th Grade (Preschool & Elementary)
Check In Procedure
All children age 2 through 5th grade are required to be signed-in by their parent, responsible adult, or sibling sixth grade and older. Children who are toddlers through Preschool will be checked into class. To ensure the safety of our children, a computer security tagging system is used to identify children with their parents or responsible adult. Visitors must register their child and receive a name tag for the child to wear and a parent receipt for the parent, responsible adult, or sibling sixth grade and older. A Visitor form with the child’s information including allergies must also be completed. Parents or responsible adults are encouraged to give their children the opportunity to use the bathroom before coming to class.
Pick Up Procedures
Parents, responsible adults, or siblings sixth grade and older of children 5th grade and below will checkout their child from class. A child cannot be picked up without the correct parent receipt (age birth-5th grade). Children will not be free to leave the room in search of parent, responsible adult, or sibling sixth grade and older. Parents, responsible adults, or siblings sixth grade and older may not give permission to the child or worker for the child to leave the room following class dismissal.
Health and Safety Issues
Parents or responsible adults are asked to follow the proceeding health guidelines to help insure the well-being of the other students in the classroom.
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No child who has a fever, diarrhea, or vomiting within twenty-four hours should be brought to the classroom.
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No child with excessive coughing, sneezing or runny nose should be brought to the classroom.
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No child with any contagious virus or infection should be brought to the classroom.
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If a child needs medication while they are in the classroom, the parent or responsible adult is required to come and administer the medication.
General Guidelines for Parents or Responsible Adults of All Children Birth-17 Years of Age
Chaperone Ratio Requirements
Unless otherwise specified, all children's overnight trips require at least a 1:5 chaperone to student ratio. If this requirement is not met, the event will be cancelled or postponed. Pre-determined exceptions to this rule would be for events like church camp. At church camp, a minimum of two adults are required to stay in each cabin.
Procedures for Overnight Activities
These procedures cover activities which require an overnight stay and are sponsored and/or supervised by the Harpeth Christian Church and affiliates. These procedures cover any activity sponsored by the church which requires an overnight stay. This includes, but is not limited to camping, retreats, lock-ins, hotels/motels, and overnight stay in a personal dwelling.
Approval
Any overnight activity requires the prior approval of the appropriate Minister to be deemed a Harpeth Christian Church activity.
Rules of Conduct
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No children (birth through 17 years of age) will be allowed away from the designated overnight area without prior permission of the group leader and the parent or legal guardian’s signed permission.
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No child (under 18) is to be left alone in a room/house except the restroom.
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No determined couple is to be left unsupervised.
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No determined couple will be allowed to sleep in proximity to one another in the same room or sit together on the bus after dark.
Procedures for Children Transportation
The following procedures are for providing transportation for children to and from activities sponsored and/or supervised by the Harpeth Christian Church and affiliates. These procedures are specific to transportation provided by the church, parents, or responsible adults of participating children, students, and student workers to activities off the church property.
Vehicle Requirements
These vehicle requirements pertain to vehicles owned or leased by the church, those provided by parents of participating children, those provided by workers and any external commercial vehicle provided for transportation.
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All vehicles will be in good running order and possess a current Tennessee license plate, and passenger restraints as required by law.
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All vehicles will have insurance coverage as required by Tennessee law.
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Seat belts will be available and utilized for each passenger as required by law.
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State seatbelt and child seat laws will be followed in all cases. If all car seats are taken or not available on a particular vehicle for a child requiring such, the child will not be allowed to ride in the vehicle.
Qualifications of Drivers
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All drivers will be workers, parents of participating youth, and/or licensed commercial drivers.
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All drivers will have a current driver’s license with the classification for the vehicle driven and be at least 25 years of age.
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Before driving vehicle, all drivers must review and sign the Harpeth Christian Church Transportation Policy.
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Harpeth Christian Church will not be responsible/liable for any child (16-17 years of age) driving a personal vehicle prior to or following a Harpeth Christian Church activity.
General Rules
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Unless otherwise approved by the Ministers and the parents so informed, all transportation subject to these procedures will begin and terminate at the church property.
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All drivers will obey the traffic laws.
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No ministry volunteer, staff member, or worker is to transport any child alone. If possible, two adults should travel in each vehicle. If that is not possible, more than one student will be required with the adult.
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Drivers will make a final pass through a parked vehicle to ensure all youth have exited before the vehicle is locked.
In case of an accident:
1. Do not leave the scene of the accident until released to do so by law enforcement.
2. As soon as practical, report the accident to the church and your insurance company.
3. The person taking the report for the church is to report it to the appropriate individual within church administration, so the accident can also be reported to the appropriate insurance carrier for the church.
4. The facts of the accident are to be reviewed by appropriate church administration to determine whether or not the driver needs to continue driving in connection with any church function.
5. The internal report of the accident is to be maintained for the longer period of either four (4) years from the date of the accident, or one (1) year after the ending of any legal proceedings that may result from the accident, whether those be civil or criminal.
Responding to Allegations of Child Abuse
If an allegation of child abuse occurs, the allegation will be taken seriously and handled legally and forthrightly with due respect for people’s privacy and confidentiality. Allegations of child abuse may come from a church worker, a parent or responsible adult, or a child. In each case, response to these allegations will take place immediately.
What is Child Abuse and/or Neglect
According to the State of Tennessee Department of Children’s Services: Physical Abuse – non-accidental physical trauma or injury inflicted by a parent or caretaker on a child. It also includes a parent's or a caretaker's failure to protect a child from another person who perpetrated physical abuse on a child. In its most severe form, physical abuse is likely to cause great bodily harm or death.
Neglect – Failure to provide for a child's physical survival needs to the extent that there is harm or risk of harm to the child's health or safety. This may include, but is not limited to abandonment, lack of supervision, lack of adequate nutrition that places the child below the normal growth curve, lack of shelter, lack of medical or dental care that results in health-threatening conditions, and the inability to meet basic clothing needs of a child. In its most severe form, physical neglect may result in great bodily harm or death.
Sexual Abuse – Includes penetration or external touching of a child's intimate parts, oral sex with a child, indecent exposure, or any other sexual act performed in a child's presence for sexual gratification, sexual use of a child for prostitution, and the manufacturing of child pornography. Child sexual abuse is also the willful failure of the parent or the child's caretaker to make a reasonable effort to stop child sexual abuse by another person.
Psychological Harm – A repeated pattern of caregiver behavior or extreme incident(s) that convey to children that they are worthless, flawed, unloved, unwanted, endangered, or only of value in meeting another's needs and may include both abusive acts against a child and failure to act, or neglectful behavior when age-appropriate action is required for a child's health development. It can occur as part of a one-time incident but is usually chronic.
- See more at: https://www.tn.gov/dcs/program-areas/child-safety/reporting/hotline-faq.html
Who is a “Mandated” reporter of child abuse and neglect?
According to the State of Tennessee:
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Everyone in Tennessee is a mandated reporter. Tennessee Code Annotated 37-1-403(i) (1) requires all persons to report suspected cases of child abuse or neglect. “Any person who has knowledge of or is called upon to render aid to any child who is suffering from or has sustained any wound, injury, disability, or physical or mental condition shall report such harm immediately if the harm is of such a nature as to reasonably indicate that it has been caused by brutality abuse or neglect or that, on basis of available information, reasonably appears to have been caused by brutality, abuse, or neglect.”
- See more at: https://www.tn.gov/dcs/program-areas/child-safety/reporting/hotline-faq.html
Suspected or Observed Child Abuse
If you have a situation that requires reporting as outlined above, then you are to call:
Department of Children’s Services 877-237-0004
If a report is made to DCS, the reporter is requested to notify a member of the Discipleship Kids Staff and Executive Minister or ministerial staff so they can take any required actions. If the observation does not warrant a call to DCS or law enforcement, but is something of necessary concern, the observer should report it to a member of the Discipleship Kids Staff and/or Executive Minister who will again take any needed actions to address or resolve the situation. The ministerial staff are mandatory reporters, so if the incident detailed is such that it needs to be reported to the authorities, the ministerial staff will be obligated to make such a report.
If you have a situation where you are not sure as to whether or not it warrants a call to DCS, talk to the Discipleship Kids Staff and Executive Minister for guidance.
What happens if I don’t report child abuse?
According to the State of Tennessee:
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Failure to report abuse is a violation of the law and a Class A Misdemeanor, carrying a sentence of up to three months imprisonment, a fine or both. Those who report and “act in good faith” are immune from any civil or criminal charges, which may result. The reporter has the right to remain confidential and anonymous.
See more at: https://www.tn.gov/dcs/program-areas/child-safety/reporting/hotline-faq.html
Is my reporting Confidential? Yes
According to the State of Tennessee:
- See more at: https://www.tn.gov/dcs/program-areas/child-safety/reporting/hotline-faq.html
Allegations of Child Abuse
If anyone makes allegations of inappropriate conduct or child abuse on the part of a parent, responsible adult, church member, volunteer worker or a paid church employee, the incident will be reported as described in the previous section. In either case above, the following steps will be taken:
1. The report of the incident will be made to Department of Children’s Services.
2. There will be no contact with the alleged victim about the allegations until law enforcement or Department of Children’s Services have conducted their investigation.
3. Likewise, the alleged perpetrator will only be contacted initially by law enforcement or Department of Children’s Services. However, if the alleged perpetrator has any Children or Student Ministry involvement, they will be suspended pending the investigation of the Department of Children’s Services, law enforcement, and the Discipleship Kids Staff and Executive Minister.
4. The person who reports the incident will also inform a member of the Discipleship Kids Staff and Executive Minister. The Discipleship Kids Staff and Executive Minister will honor the law as described above as it relates to those who report abuse.
5. The Discipleship Kids Staff and Executive Minister will inform the child’s parents of the allegation, so long as he/she/they is/are not the alleged perpetrator(s), of the allegation and that the investigation is being made by law enforcement or Department of Children’s Services.
6. Church Administrative staff will make the appropriate report to any applicable insurance company, so they may also make the appropriate investigation.
7. Once the investigation by law enforcement or Department of Children’s Services is complete, subsequent action depends on the results of the investigation.
a. If criminal charges are brought against an accused employee or volunteer, he or she will not be allowed to return to working with children or students, until the court process is completed. If the court process results in a finding by the court related to child abuse or neglect, or there is an indication of abuse or neglect by the Department of Children’s Services, the worker will not return to the ministry. If the court process is concluded without a conviction, the return of the worker to the ministry will be subject to review by the Discipleship Kids Staff and Executive Minister.
b. If no criminal charges, juvenile court proceedings, or an indication of abuse by the Department of Children’s Services are brought against an accused employee or volunteer, the Discipleship Kids Staff and Executive Minister will determine a course of action dependent upon the results of the investigation. This action can range from talking to the accused and reinforcing the proper conduct for a first offense, to removal from the ministry for repeated offenses. The parents will be informed of the action before it is carried out. If the decision is made not to remove the accused, the situation will be monitored.
c. The employee or volunteer will be allowed to return to work with children only in cases where the allegations are proven groundless and it is clear that the individual poses no threat to any participant in the children's programs of this church.
8. Once the allegation has been resolved, a final report will be prepared and kept on file. All information regarding the investigation will be maintained on file until the child, who received the alleged abuse, is nineteen (19) years old.
If a child makes an allegation of abuse by someone not affiliated with this church and which did not occur on the premises of this church or at an activity sponsored by this church, the individual to whom the abuse was reported should report it as directed above and then report to the Discipleship Kids Staff and Executive Minister.
Follow Up to Allegations, Accusations or Suspected Child Abuse
This policy emphasizes prevention to safeguard our children (birth-17 years of age). However, in the unlikely event that an allegation, accusation, or suspected abuse occurs, the church is committed to a proactive stance in ministering to the victim and the victim’s family, the accused, and the family of the accused as well as the congregation, as appropriate.
Also, please note that we do not believe that “trying to minister to the family” is an appropriate excuse to not calling the Department of Children’s Services. We, as a ministry, can’t live in fear of what the Department of Children’s Services or law enforcement does. We had rather minister to a family that has to deal with the Department of Children’s Services or law enforcement than to deal with a family dealing with the abuse, neglect, or death of a child.
Typically, follow-up will involve the Discipleship Kids Staff and Executive Minister, Elders, and Ministers in the development of a course of action, which provides follow-through to the various individuals involved. The general approach will contain the following elements:
1. The Elders and/or ministers will provide pastoral counsel and ministry to the emotional and spiritual needs of the victim and their family. This may include arrangements for professional therapy as required.
2. The Elders and/or ministers will provide pastoral counsel and ministry to the spiritual needs of the accused and their family. This may include arrangements for professional treatment and therapy as required.
3. The Elders will name an individual who will be responsible for all media inquiries about the alleged incident.
4. The Elders will communicate with the congregation, as appropriate, respecting the privacy of the individuals involved.
5. When law enforcement and/or Department of Children’s Services are involved, the Elders and ministers will cooperate fully with any investigation and legal actions that may result.
6. The Elders may choose to impose spiritual disciplinary actions on individuals as a result of their investigations and the conclusions reached.
Compliance and Conclusion
Every Minister, director, coordinator, Elder, paid church employee, and volunteer worker assigned in the areas of children ministry is responsible for carrying out the provisions set forth in this policy for all church planned events on and off campus. This policy also applies to all paid church personnel whether or not they are specifically assigned to children ministries. In order to be compliant with this policy, everyone involved with the children must be familiar with this policy and agree to abide by the provisions set forth within this policy.
The goal of this policy is the prevention of abuse, molestation, and exploitation of children and the protection of our workers. Adoption of these provisions will enable Harpeth Christian Church to provide a more safe and secure environment for each individual of our church family and its guests.
Definitions
The following definitions are provided to ensure that there is a common understanding of the meaning of these terms.
Adult
As used in this document, “adult” means a person 18 years of age or older.
Child
As used in this document, “child” means a person under the age of 18 years.
Child Abuse
Defined by state law (see Appendix A), but generally includes (1) non-accidental physical injury, (2) sexual contact or exploitation, (3) neglect, or (4) emotional distress.
Child Protection Policy
This document in its entirety.
Discipleship Kids Staff and Executive Minister
The Executive Minister, children’s ministers, youth ministers, Renew Christian Academy Director and leaders assigned to enforce this policy.
Child Sexual Abuse
Defined by state law (see Appendix A), but generally any sexual contact with or exploitation between an adult, caregiver and a child or youth even if the victim consents.
Church Planned Events On and Off Campus
This includes any classes, devotionals, activities, trips, etc. that involve children or students that are planned through Harpeth Christian Church. This includes any overseas, typically mission related, trips.
Criminal Liability for Failure to Report
A person failing to report child abuse or neglect commits a Class A Misdemeanor. A civil claim may be imminent in a failure to report an incident; therefore, all incidents will be investigated and reported to the proper authorities.
Parent
As used in this document, the legal parent and/or legal guardian of a child or youth.
Responsible Adult
As used in this document, a “responsible adult” is defined to be a legal guardian, grandparent, family member holder of a power of attorney, other legal custodian as granted by court order, or adult supervisor responsible for a particular child.
Sexual Harassment
Is defined by EEOC as any “unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature, when submission to the conduct enters into employment decisions and/or the conduct unreasonably interferes with an individual’s work performance or creates an intimidating, hostile or offensive work environment.” Sexual harassment is an illegal offense under civil law, Civil Rights Act of 1964, Title IV. The courts define two types of sexual harassment:
(i)Quid pro quo which means something for something, demanding sexual favors in exchange for favors or benefits, and
(ii) a hostile environment where unwelcome conduct of a sexual nature substantially interferes with someone’s mental or physical health or interferes with job performance. Sexual harassment of children, between children, or adults, will not be tolerated at Harpeth Christian Church.
Sexual Misconduct
Is any inappropriate sexual behavior, whether it is defined by the cases, statutes and laws of Tennessee, or by scriptural context. Sexual misconduct at Harpeth Christian Church will be investigated and reported to the proper authorities.
Two Worker Rule
During any church-planned event on campus involving children, a minimum of two (2) workers, one of whom is an adult, should be present.
Waiting Period
Volunteers will be permitted to work with the children after a waiting period. This policy allows people to become familiar with the church and its ministries; it also allows the church additional time to evaluate prospective workers, and their suitability for serving within these ministries.
Worker
A paid or volunteer individual who serves in a position at the church that requires or allows them to be in contact with children during a church-planned event on or off campus.
