The minimum requirements listed below have been compiled based on what an insurance brokerage typically finds acceptable and insurable, as well as the BIC’s own safety standards for church operations and ministry programming.

Overarching Policies

• A Statement of Policy confirming the organization’s commitment to:
  a) A safe environment by preventing harm to those in our care, and
  b) Protecting our children’s and youth ministry workers from false allegations, and
  c) Declaring zero tolerance for abuse or neglect.
• A commitment to a regular audit of policies, including a report given to the Church Board, at least annually
• A commitment to providing and requiring regular training sessions on the protocols & procedures

Policies Related to Screening

• Mandatory screening to be done on all volunteers and church roles working with vulnerable persons
• A volunteer screening process that includes a signed ministry application, vulnerable sector screening (renewed at least every 5 years), a minimum of 2 reference checks, a minimum 6-month attendance rule, an interview, and policy training (at onboarding + annual refresher training)
• A policy strictly prohibiting romantic relationships between a Worker and a program participant

Policies Related to Ministry Programming

• A policy requiring written parent/guardian permission (ie. paper or digital, where it can be kept on file) for minors to participate in any programming/events where their parent or guardian will not be in attendance
• A policy outlining appropriate supervision ratios
• For surveillance and to protect workers against false allegations, an on-site supervision policy stating either:
  • A “two-adult rule” where two unrelated screened adult workers are present for group supervision; and/or
  • An “open door/window policy” where all individual group rooms have an unobstructed window and/or an open door to remain visible to designated monitors who periodically circulate from room to room during ministry programming
• Ministry security protocols including:
  • Controlled access and parental sign-in/sign-out for nursery facilities
  • Parental sign-in/sign-out for children’s ministry programming up to grade 5, where an authorized adult is pre-approved and identifiable in order to ensure safe pick-up
  • A Visitors/Occasional Observers protocol in the case of any unscreened adult attending programming for any reason
• Guidelines for age appropriate supervision of washroom breaks, including requiring written parent/guardian permission for a Worker to change diapers and/or help a child in the bathroom
• A policy requiring that attendance be recorded for any ministry gathering, and kept on file indefinitely
• Guidelines for appropriate/inappropriate touch based on age group
• Guidelines for discipline and classroom management, including a policy strictly prohibiting corporal punishment
• A set of policies addressing health, safety, and sanitation issues to prevent child neglect (for example: guidelines related to illness, administering medications, basic first aid, allergies, etc)
• A policy requiring that any life-threatening allergies be posted in the child’s classroom, along with the response protocol
• A statement outlining the importance of avoiding unsupervised internet access

Policies Related to Ministry Outside of Regular Programming

• An off-site supervision policy stating a minimum requirement of two unrelated screened adults supervising minors at all times, where a Worker is never alone with children or youth
• A set of protocols for overnight trips with minors, including guidelines for appropriate changing and sleeping arrangements, as well as getting the trip pre-approved by either another church staff member and/or the Church Board
• A set of policies around transportation involving minors, including:
  • requiring written parent/guardian permission
  • prohibiting having a worker and vulnerable person alone together in a vehicle, and;
  • mandating that any drivers have their full G license
• As applicable, a policy around guidelines for one-on-one mentorship as part of programming

Policies Related to Online Presence

• A policy around photography and videography at events, including requiring written parent/guardian permission and avoiding individual photography of vulnerable persons
• A social media policy for online interactions between youth and Workers, addressing appropriate communication, content and confidentiality, specifically including no private messaging, keeping messaging to daytime hours, naming any restricted platforms, requiring parent/guardian permission for their child(ren) to connect online

Policies Related to Abuse Prevention & Response

• Clear definitions provided for: physical, sexual, and emotional abuse, child neglect, inappropriate touching and improper discipline
• A set of procedures dealing with appropriate/inappropriate relationships
• Clear instructions given to staff and workers to report ANY behaviour which seems abusive or inappropriate
• A protocol in place for reporting and responding to allegations or complaints of any form of abuse, including:
  • immediately completing an incident report form
  • outlining which authorities incidents are to be reported to
  • fulfilling statutory reporting obligations to child protective agencies or police authorities
  • a compassionate response to the alleged victim and their family, without admitting legal liability or making public statements prior to obtaining legal counsel
  • maintaining confidentiality for the alleged victim and alleged perpetrator
  • immediately suspending the alleged perpetrator pending outcome of investigation
  • consulting a lawyer and reporting the incident to the insurance company

Policy Administration

• A policy mandating that confidential information (including Police Checks, volunteer screening files, and permission forms) be maintained indefinitely
• A statement outlining clear expectations around who is responsible for which aspects of the protection policy (ie. who screens a new volunteer, who is responsible for the forms and maintenance of records, etc)