Casas Guidelines for Ministry Workers
with Minors and Special Needs
Updated: 11/19/03
Policy Statement
In order to provide as safe and secure an environment as possible for our ministry participants, and to minimize the ministry and workers’ vulnerability to unwarranted accusation, the following procedures have been adopted and will be strictly enforced.
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Definition of Terms
1. Preschoolers - birth to Kindergarten.
2. Children – 1st thru 5th grade.
3. Youth - 6th grade to age 18.
4. Special Needs - children or adults mentally or physically dependant on others for their care.
5. Minors - anyone under the age of 18.
6. CVAP - Casas Volunteer Application Packet
Volunteer Worker Screening Procedures
1. Other than casual observation any candidate who may be working with minors or those with special needs for more than two occasions in any 12-month period or any overnight event will obtain a CVAP, review the “How to Become a Ministry Volunteer” information and complete an application form and a background check release form prior to starting to work.
2. The ministry application will be carefully reviewed by a ministry leader or designee to make certain that the worker will be appropriate for the ministry position, based on the information provided.
3. If the person appears to be appropriate for the ministry work, all applicable components of the CVAP screening procedure will be processed to completion.
4. Any information indicating that a candidate poses a threat to others or has any prior history of physical or sexual abuse directed against another person will result in the immediate removal of the individual candidate from consideration for a ministry position with minors.
5. A criminal background check and at least two personal reference checks will be performed through a state law enforcement agency, ministry leader designee and/or other personal data agencies/resources with respect to any candidate seeking to work with minors or special needs person.
Employee Screening Procedures
1. The same procedures set forth for volunteer workers will apply to all potential employees, regardless of the ministry position for which they are being considered.
2. For Casas Christian School and Casas Christian Preschool, Arizona state statutory regulations will govern the selection/screening procedures of paid and volunteer staff.
Waiting Period
No volunteer worker candidate will be placed in any ongoing ministry position involving contact with minors or special needs person until an assessment of the applicant’s character can be made through professional security background examination as well as a personal reference check conducted by Ministry staff.
Supervision
1. At least two workers should be present at every organized program where guardianship is conveyed and in each classroom with the exception of Casas Christian School (CCS) and Casas Christian Preschool (CCP). CCS and CCP supervisors will be increased in accordance with state student/teacher ratio requirement.
2. Workers should arrive at least 15 minutes before a scheduled activity and should keep watch over those in their care until all have been picked up. Children should be picked up promptly. Children in 2nd grade or younger are to be dismissed only to their parents or parents’ designee. Where guardianship has been conveyed, the responsibility for the child reverts to the parent or parent designee at the conclusion of activity/program.
3. Where guardianship has not been conveyed such as at an assembly or at community event, supervisory responsibility and child safety remains the responsibility of the parent or parent designee.
4. In no case will one worker be assigned/placed in a hotel room, motel room, or like lodging circumstance for the purpose of supervising minors or special needs persons.
Work Restrictions
1. Normally for children in kindergarten thru 2nd grades, at least one worker of the same gender should escort a child to the restroom. The worker should check to make sure the facility is safe, and then wait outside the restroom until the child comes out.
2. Third through fifth grade children will use the buddy system when leaving the supervised area during the program.
3. Preferably children five years of age and younger (boys and girls) should be assisted only as needed in the restroom by a female
4. Never touch a child’s private areas except when necessary, as in the case of changing a diaper.
5. Workers should avoid the appearance of impropriety, such as sitting older children on their lap or kissing.
Discipline
1. Workers are never to spank, hit, shake, or otherwise physically discipline anyone.
2. Disciplinary problems should be reported to the workers’ coordinator/supervisor.
Injuries or Illness
1. Workers who are ill are encouraged not to participate in ministry activities.
2. An attempt to find a suitable substitute who has been approved as a volunteer worker will be made to take the place of workers who are ill.
3. Participants should be returned to their parent or guardian as soon as illness is discovered. If this is not possible, then the person who is ill should be isolated in a manner that will allow supervision to continue until the person can be returned to their parent or guardian.
4. Reasonable steps should be taken to avoid contact with body fluids of any kind.
5. Persons who have received an injury which is obviously minor should be given first aid as needed at the time of injury. The person’s parent or guardian should be notified of the minor injury when they pick up the injured person.
6. Any injury which may require medical treatment beyond simple first aid should be given immediate attention. The parent/guardian of the injured person should be immediately notified, along with the worker’s coordinator/supervisor. An ambulance should also be called immediately if warranted by the injury.
Record-Keeping
1. Workers should prepare a written incident report whenever an injury should occur during a ministry function. The incident report will be forwarded to the worker’s coordinator/supervisor promptly upon completion.
Notice of Abuse or Molestation during a Casas Event
1. Arizona statute require workers who become aware of any abuse or molestation connected with any ministry activity to immediately inform their coordinator/supervisor or ministry leader of such abuse or molestation.
2. Any coordinator/supervisor that becomes aware of any abuse or molestation connected with any ministry activity will immediately:
1.) Inform a ministry leader of such abuse or molestation.
2.) Complete a “Suspected Child Abuse Report” form.
3.) Contact CPS. Original report forms should be kept in a locked file in a central location in Administration.
3. Any ministry leader who becomes aware of possible abuse or molestation of a participant will ensure that the participant’s parent or guardian is immediately informed that possible abuse or molestation has been reported. Arizona law requires all suspicions or reports of abuse to be reported to defined Arizona authorities.
4. A report of suspected abuse, neglect, or abandonment is a request for an investigation. The person making the report does not need to prove the abuse.
Violation of Policy or Procedures
1. Workers must notify their coordinator/supervisor of any action done by themselves or by others which violates this policy or procedures.
2. Any coordinator/supervisor or ministry leader who becomes aware of a violation of the policy or procedures will take all necessary steps to ensure future compliance with the policy and procedures by all workers and will remove workers from their position if such removal is warranted or if the worker poses a potential threat to others.
Internal Investigation
1. Any reported allegation of abuse or molestation will be taken seriously and will be followed-up on by ministry leaders. Any person who is not found innocent of alleged abuse or molestation will be removed from work with minors or those with special needs.
Dealing with Law Enforcement/Media
1. All ministry leaders, employees, and volunteers will cooperate fully with any law enforcement or governmental agency that may be investigating allegations of abuse or molestation in connection with activities of the organization.
2. Legal counsel may be contacted for advice and guidance as soon as possible after the organization receives notice of possible abuse or molestation in connection with organization activities.
3. The Administration Minister or his designee will act as the official spokesperson for Casas when dealing with the media. Following notice of abuse or molestation in connection with activities of the ministry the official spokesperson will issue any response necessary. This spokesperson will be the only person to convey information concerning the situation.
Annual Volunteer Review
1. This policy and procedures will be conveyed for review annually to all workers, employees, coordinators, supervisors, and leaders.
2. A “Renewal Application” will be completed annually by all volunteer workers who will be working in any capacity with minors or those with special needs.
3. Should the renewal application show that any employee or volunteer worker has become unsuitable for working with minors or special needs persons, they will be immediately removed from their current position and will not be considered for other positions involving work with minors or those with special needs.
Revision of Policy/Procedures
This policy and procedures can be reviewed and modified in accordance with the bylaws of the organization.
1. Preschoolers - birth to Kindergarten.
2. Children – 1st thru 5th grade.
3. Youth - 6th grade to age 18.
4. Special Needs - children or adults mentally or physically dependant on others for their care.
5. Minors - anyone under the age of 18.
6. CVAP - Casas Volunteer Application Packet
Volunteer Worker Screening Procedures
1. Other than casual observation any candidate who may be working with minors or those with special needs for more than two occasions in any 12-month period or any overnight event will obtain a CVAP, review the “How to Become a Ministry Volunteer” information and complete an application form and a background check release form prior to starting to work.
2. The ministry application will be carefully reviewed by a ministry leader or designee to make certain that the worker will be appropriate for the ministry position, based on the information provided.
3. If the person appears to be appropriate for the ministry work, all applicable components of the CVAP screening procedure will be processed to completion.
4. Any information indicating that a candidate poses a threat to others or has any prior history of physical or sexual abuse directed against another person will result in the immediate removal of the individual candidate from consideration for a ministry position with minors.
5. A criminal background check and at least two personal reference checks will be performed through a state law enforcement agency, ministry leader designee and/or other personal data agencies/resources with respect to any candidate seeking to work with minors or special needs person.
Employee Screening Procedures
1. The same procedures set forth for volunteer workers will apply to all potential employees, regardless of the ministry position for which they are being considered.
2. For Casas Christian School and Casas Christian Preschool, Arizona state statutory regulations will govern the selection/screening procedures of paid and volunteer staff.
Waiting Period
No volunteer worker candidate will be placed in any ongoing ministry position involving contact with minors or special needs person until an assessment of the applicant’s character can be made through professional security background examination as well as a personal reference check conducted by Ministry staff.
Supervision
1. At least two workers should be present at every organized program where guardianship is conveyed and in each classroom with the exception of Casas Christian School (CCS) and Casas Christian Preschool (CCP). CCS and CCP supervisors will be increased in accordance with state student/teacher ratio requirement.
2. Workers should arrive at least 15 minutes before a scheduled activity and should keep watch over those in their care until all have been picked up. Children should be picked up promptly. Children in 2nd grade or younger are to be dismissed only to their parents or parents’ designee. Where guardianship has been conveyed, the responsibility for the child reverts to the parent or parent designee at the conclusion of activity/program.
3. Where guardianship has not been conveyed such as at an assembly or at community event, supervisory responsibility and child safety remains the responsibility of the parent or parent designee.
4. In no case will one worker be assigned/placed in a hotel room, motel room, or like lodging circumstance for the purpose of supervising minors or special needs persons.
Work Restrictions
1. Normally for children in kindergarten thru 2nd grades, at least one worker of the same gender should escort a child to the restroom. The worker should check to make sure the facility is safe, and then wait outside the restroom until the child comes out.
2. Third through fifth grade children will use the buddy system when leaving the supervised area during the program.
3. Preferably children five years of age and younger (boys and girls) should be assisted only as needed in the restroom by a female
4. Never touch a child’s private areas except when necessary, as in the case of changing a diaper.
5. Workers should avoid the appearance of impropriety, such as sitting older children on their lap or kissing.
Discipline
1. Workers are never to spank, hit, shake, or otherwise physically discipline anyone.
2. Disciplinary problems should be reported to the workers’ coordinator/supervisor.
Injuries or Illness
1. Workers who are ill are encouraged not to participate in ministry activities.
2. An attempt to find a suitable substitute who has been approved as a volunteer worker will be made to take the place of workers who are ill.
3. Participants should be returned to their parent or guardian as soon as illness is discovered. If this is not possible, then the person who is ill should be isolated in a manner that will allow supervision to continue until the person can be returned to their parent or guardian.
4. Reasonable steps should be taken to avoid contact with body fluids of any kind.
5. Persons who have received an injury which is obviously minor should be given first aid as needed at the time of injury. The person’s parent or guardian should be notified of the minor injury when they pick up the injured person.
6. Any injury which may require medical treatment beyond simple first aid should be given immediate attention. The parent/guardian of the injured person should be immediately notified, along with the worker’s coordinator/supervisor. An ambulance should also be called immediately if warranted by the injury.
Record-Keeping
1. Workers should prepare a written incident report whenever an injury should occur during a ministry function. The incident report will be forwarded to the worker’s coordinator/supervisor promptly upon completion.
Notice of Abuse or Molestation during a Casas Event
1. Arizona statute require workers who become aware of any abuse or molestation connected with any ministry activity to immediately inform their coordinator/supervisor or ministry leader of such abuse or molestation.
2. Any coordinator/supervisor that becomes aware of any abuse or molestation connected with any ministry activity will immediately:
1.) Inform a ministry leader of such abuse or molestation.
2.) Complete a “Suspected Child Abuse Report” form.
3.) Contact CPS. Original report forms should be kept in a locked file in a central location in Administration.
3. Any ministry leader who becomes aware of possible abuse or molestation of a participant will ensure that the participant’s parent or guardian is immediately informed that possible abuse or molestation has been reported. Arizona law requires all suspicions or reports of abuse to be reported to defined Arizona authorities.
4. A report of suspected abuse, neglect, or abandonment is a request for an investigation. The person making the report does not need to prove the abuse.
Violation of Policy or Procedures
1. Workers must notify their coordinator/supervisor of any action done by themselves or by others which violates this policy or procedures.
2. Any coordinator/supervisor or ministry leader who becomes aware of a violation of the policy or procedures will take all necessary steps to ensure future compliance with the policy and procedures by all workers and will remove workers from their position if such removal is warranted or if the worker poses a potential threat to others.
Internal Investigation
1. Any reported allegation of abuse or molestation will be taken seriously and will be followed-up on by ministry leaders. Any person who is not found innocent of alleged abuse or molestation will be removed from work with minors or those with special needs.
Dealing with Law Enforcement/Media
1. All ministry leaders, employees, and volunteers will cooperate fully with any law enforcement or governmental agency that may be investigating allegations of abuse or molestation in connection with activities of the organization.
2. Legal counsel may be contacted for advice and guidance as soon as possible after the organization receives notice of possible abuse or molestation in connection with organization activities.
3. The Administration Minister or his designee will act as the official spokesperson for Casas when dealing with the media. Following notice of abuse or molestation in connection with activities of the ministry the official spokesperson will issue any response necessary. This spokesperson will be the only person to convey information concerning the situation.
Annual Volunteer Review
1. This policy and procedures will be conveyed for review annually to all workers, employees, coordinators, supervisors, and leaders.
2. A “Renewal Application” will be completed annually by all volunteer workers who will be working in any capacity with minors or those with special needs.
3. Should the renewal application show that any employee or volunteer worker has become unsuitable for working with minors or special needs persons, they will be immediately removed from their current position and will not be considered for other positions involving work with minors or those with special needs.
Revision of Policy/Procedures
This policy and procedures can be reviewed and modified in accordance with the bylaws of the organization.