Volunteers who want work with children, youth, and vulnerable adults are asked to read the following policy and then submit a background check form to the Incarnation Office prior to beginning volunteer work with children and youth. If you have questions, please contact the staff person connected with the ministry area where you will be serving. Thank you!

Incarnation Lutheran Church

Policy for Incarnation Lutheran Church Policy for Incarnation Lutheran Church Policy for Incarnation Lutheran Church Policy for Protecting Children and Youth

Adopted by Incarnation Congregational Council: July 2004

Revised December 2009

In July of 2004, the Congregational Council adopted the following policies and procedures to help ensure that our ministry is a place where children and youth can feel they are safe, they are loved, and they are valued.  

A.       Screening of Lay and Professional Leaders.  Lay and professional leaders that work with children and youth must go through a standardized application and screening process overseen by Incarnation’s staff and Congregational Council, who reserve the right to verify information regarding background and history of contact with minors as well as doing a check on legal history.  This includes, but is not limited to, people working in the following ministries:  Children’s, Music, Nursery, Sunday School, Confirmation, Middle School, and High School.  No one will be accepted who has had a criminal sexual or physical abuse violation.  Leaders shall be informed of the expectations they are required to follow in their ministry with minors and shall be required to sign that they will faithfully follow these requirements.   Interviews may be required for certain ministries.  If an application is denied, that person has a right to the disclosure of the denied application.

B.       Prerequisites.  An adult leader working with children and youth must be at least 21 years old, have gone through the screening process, have been an active participant in the Incarnation community for at least six months, and receive basic training that includes introduction to Incarnation’s Mission, Vision, and Values. If someone has been involved at Incarnation for less than six months (measured from the first record of worship participation or giving), then the screening process will also include checking references of previous work with youth or church involvement. Leaders under 21 years of age (who have been active participants) may serve if paired with a screened adult over 21 years of age, or when a roaming supervisor is present.

C.       History of Sexual Misconduct.  Any adult who has been convicted of sexual misconduct or abuse may not participate in any capacity in Incarnation programs for children or youth.

D.       Dating.  Adult leaders cannot date or be romantically involved with youth. 

E.       Two-Deep Leadership.  Two adult leaders must be present at activities, classes, child-care situations, small groups etc.  Single adult supervision situations will be permitted for groups that meet on a regular or recurring basis on-site (i.e. Sunday School, Confirmation and/or music rehearsals) if parents of youth or children involved are notified.  A roaming supervisor, administrator, or department leader is encouraged during these situations.

F.                    Individual Consultation.  Individual consultation between adults and minors must be done within the two-deep framework.  In situations that require personal conferences, mentoring or counseling, this should be conducted in the church offices with at least one other approved leader/staff present in the area (though not necessarily in the office).  As a rule, the counseling should be as public as possible without compromising effectiveness.  Seclusion should be avoided.  If conducted in an office, it shall only be in an office with an unobstructed window in the door or wall.  If individual contact is done outside the church building, it must occur only in public places.                              

G.       Respect of Privacy.  Adult leaders need to respect the privacy of minors in situations such as use of rest rooms, changing into swimming suits or taking showers on overnight outings and intrude only insofar as health and safety require.  They also need to protect their own privacy in similar situations. 

H.       Separate Accommodations.  A minimum of two adults should be present at an overnight event.  If participants are both male and female, the adults should be both male and female.  If these conditions cannot be met, the event should be canceled.  On other outings that require that an adult share the same room as a minor, the minors and parents or guardians shall give prior consent.  The adult must not occupy the same bed as a minor, with the exception of a parent or guardian.  Males and females should sleep in separate rooms/areas at events and have separate access to bathroom facilities.  When separate facilities are not available, times for male and female use should be scheduled and posted for showers.

I.       Transportation.  Transportation can only be provided by a leader who is at least 21 years old.  Transportation to and from events is the responsibility of the families.  During events, drivers should avoid dropping off or picking up minors without being accompanied by another adult.  The staff shall set standards for who is permitted to drive during events.  All drivers must possess a current drivers license and carry insurance.   Any deviations should have prior consent of the parent and be reported to the next person in the line of responsibility (by voice mail is acceptable).

J.       No sexualizing.  No sexual behavior is permitted with minors.  Other behaviors which are abusive but do not involve physical contact are also prohibited.  Examples are sexual comments, showing pornographic sexual material and the exposure of sexual parts of any person’s body.

K.       Alcohol/Drugs.  Alcohol/Drugs are prohibited for adults participating in youth events.

L.       Firearms.  The possession of firearms is prohibited during events with youth at Incarnation.     

M.      Equality of Treatment.  Adults should not give preferential treatment to certain minors and not to others.  All minors are equals and should be treated as such.

N.       Nursery.  The nursery shall have an identification system that links the child with the parent in a way that prevents the possibility of someone else taking the child.  The nursery is required to have two adult leaders at all times of operation (in complying with two-deep leadership policy).

O.      Reporting Violations of These Guidelines.  Persons covered by these rules are required to notify the staff of any violations of these rules.

P.       Reporting of Abuse.  It is the policy of Incarnation Lutheran Church that those having cause to suspect that a minor has or will be the victim of abuse or neglect, must report the case immediately (not more than 24 hours after cause) by telephone or personal visit to Incarnation staff.  Incarnation staff will then report to appropriate authorities.  The alleged perpetrator should be removed and supervised until proper authorities arrive on the scene.  Concern for the alleged victim, good judgment and open communication are the standards surrounding the reporting of an alleged case of abuse.  Keep calm, stay with the participant and know that you don’t have to deal with the situation or information alone.  All reports are treated with confidentiality by Incarnation staff and by authorities. 

Please note...if you are a member of the clergy or are a licensed professional working with minors ( i.e. a  Professional or professional=s delegate who is engaged in the practice of social services, the healing arts, hospital administration, psychological or psychiatric treatment, child care, education or law enforcement)  you are a “mandatory reporter” and thus are required by law to report to local county child welfare agency, the county sheriff’s office or city police department. (Minnesota State Statute 626.556)

Program staff are responsible for the application process of working in their program area, informing them of these guidelines and are responsible for these policies being followed in their area.  The Senior Pastor is responsible for the Program Staff following these rules and the Executive Committee is responsible for monitoring the compliance of the Senior Pastor.

Adult leaders are subject to disciplinary action for not following these guidelines.

All staff must have a background check completed before being hired on to work at Incarnation Lutheran Church. 

These policies went effect on September 1, 2004.  As of that time, all new adult participants in Incarnation’s activities involving minors went through the application and screening process.  All adults who were participants before September 1, 2004, applied and were screened before January 1, 2005 if they were to participate beyond that point.