Preamble

National United Methodist Church (NUMC) recognizes that all people are a part of the body of Christ and have been made to be of sacred worth in the image of God. NUMC is committed to protecting the safety and well-being of all persons, especially children and youth who participate in our programs and activities. We are guided by the principle that healthy relationships and healthy boundaries nurture strong, Christ-centered, and growing faith communities. Boundary setting and clear accountability protocols are integral parts of this commitment. These guidelines are intended to help vulnerable people be part of our community without fear.

The congregation, staff, and leadership at NUMC reject sexism, racism, xenophobia, ableism, transphobia, ageism, homophobia, and other attitudes that result in stereotyping, discrimination, and harm. As a Reconciling Congregation, NUMC has committed itself specifically to LGBTQIA+ inclusion and justice.

Purpose

These Safe Sanctuaries policies cover all paid church staff and all volunteers who participate in NUMC programs and activities where children or youth are present. We expect that everyone who works with children and youth in NUMC programs and affiliated ministries will adhere to these policies.

Definitions of Adult, Child, and Youth

For the purposes of these Safe Sanctuaries policies, an adult is a person over 18 years of age. A youth is a person in middle school or high school, or between the ages of 11 and 18 if homeschooled. A child is a person from birth through 5th grade, or from birth to age 11.

Selection, Screening, and Training of Volunteers

In order to provide a safe environment within our community of faith, each adult who volunteers in ministries that include children and youth, on or off NUMC property, will meet the following qualifications:

• Be an active and familiar member or friend of the congregation for at least six months

• Meet with the staff person responsible for children’s or youth ministry

• Complete and sign the Baltimore-Washington Conference Laity Questionnaire on Sexual Misconduct upon application and annually (or as frequently as complies with Baltimore-Washington Conference policy) thereafter

• Give written or electronic permission for a criminal background check upon application and every two years thereafter

• Read, understand, and agree to adhere to these policies. Policies may be found at https://nationalchurch.org/safesanctuaries

A pastor, Student Ministries Coordinator, or Minister of Discipleship may permit a first-time adult volunteer who is an active and familiar member or friend of the congregation but has otherwise not completed these qualifications to serve at a children and youth ministries event, as long as one fully qualified adult is present. If the new volunteer wishes to continue to serve, the relevant staff member shall inform the volunteer of the Safe Sanctuaries requirements prior to further volunteering with children or youth.

Selection, Screening, and Training of Paid Staff Members

All paid staff members of NUMC, regardless of whether they will interact regularly with children or youth, will:

• Give written or electronic permission for a criminal background check upon application and every two years afterward

• Provide a photocopy of a valid driver’s license or other government-issued photo identification

• Read, understand, and agree to adhere to these policies. Policies may be found at https://nationalchurch.org/safesanctuaries

• Be trained in first aid, CPR, and the use of the AED when such training is offered by NUMC or directed by the Senior Pastor

• Take DC Mandated Reporter Training which can be found at the DC Mandated Reporter Website at https://dc.mandatedreporter.org/login

• Lay staff members shall complete and sign the Baltimore-Washington Conference Laity Questionnaire on Sexual Misconduct upon application and annually thereafter (or as frequently as complies with Baltimore-Washington Conference policy).

Prior Convictions

Individuals who have been convicted of physical or sexual abuse or neglect of a child or youth may not work in any church-sponsored activity or program for children or youth.

Existing Volunteers and Paid Staff

Since this 2024 update of NUMC’s Safe Sanctuaries policy is extensive, all existing volunteers and paid staff members shall follow the new training procedures within 6 months of the adoption of this policy by the Trustees.

Visitors

NUMC welcomes visitors to participate in special events. A family member or guardian who accompanies a child or youth is welcome to participate in children and youth ministries events, as long as two qualified adults are present. After six months, if the visitor continues to participate, a pastor, Minister of Discipleship, or the Student Ministries Coordinator will request that the individual complete the qualification process under these policies in order to continue to participate in children and youth ministries.

Congregational Programs and Ministries where Children and Youth Participate

Children and youth participate in many congregational programs and ministries that are not specifically designed for them, such as the Dayspring Choir, Wesley Choir, adult Sunday school classes, outreach ministries, and church committees that have youth representatives. While it is not necessary that all adult participants in these programs and ministries be qualified under these policies, the Two Qualifying Adult Rule will be applied in order for children and youth to participate.

Two Qualifying Adult Rule

At least two unrelated adults who have qualified under these policies (each being at least five years older than the oldest child or youth participant) must be present for all children and youth ministries. If the two otherwise qualifying adults are related to one another, a pastor, the Student Ministries Coordinator, or the Minister of Discipleship must be informed and consent to the arrangement proposed. If only one qualifying adult is available, but a parent or guardian of a participating child or youth is present, the ministry event may continue after a pastor, the Student Ministries Coordinator or the Minister of Discipleship has been informed and consented to the plan. Under no circumstances should a ministry for children or youth function with only one adult present. *

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Electronic Communication and Safe Sanctuaries in Digital Space

NUMC’s Safe Sanctuaries policies apply in digital/electronic space as well as physical space.

This includes but is not limited to the Two Qualifying Adult Rule. For example:

1. Video calls must have at least two adults present. If the chat function is used, the chat must be saved and kept.

2. All electronic communication with children younger than 6th grade must go through their parents or guardians. At no time should an adult staff member or volunteer use a child’s personal email or cell phone number.

3. Adult staff and volunteers must have written permission from parents/guardians to contact a youth (6th grade and older) via the minor’s cell phone (text or voice). If text messaging is used, at least two qualifying adults must be included in the text (group text), or the youth’s parent must be included. If a youth initiates an individual text, communication should be shifted to a group text as soon as possible. Text messages must be saved and kept.

4. Adult staff and volunteers must have written permission from parents/guardians to contact a youth via the minor’s personal email address. Emails must copy either another qualifying adult or the minor’s parent.

Electronic Communication permission forms (copy attached) must be provided by the parents/guardians of all youth participants in congregational programs and events. These permission forms shall be kept by the Student Ministries Coordinator. *

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Policies for In-Person Church Spaces, Offsite Trips, and Physical Spaces

Registration for Children and Youth

Parents/guardians should register their children and youth for children and youth ministries, such as Vacation Bible School, Sunday School, and Youth Fellowship. Children and youth attending a single event for the first time do not need to be preregistered, but the relevant staff member shall encourage registration immediately afterward. Registration will be maintained in the church’s database (Realm). Relevant medical information including allergies, medical conditions, and pertinent social/emotional or learning differences (as defined by the parents), and emergency contact numbers will be kept in the child's Sunday school room or held by the director of the event/program.

Parental “on-site” rule for children

Parents/guardians of children must remain on church grounds while their child participates in children’s ministry. Alternatively, parents/guardians must designate and obtain agreement from another adult to take responsibility for the child and inform the Minister of Discipleship of the arrangement. The on-site rule does not apply to youth ministry (grades 6-12).

Windows in All Classroom Doors

Each room set aside for children and youth ministry shall have a window in the classroom door, or an open door, or a half door which shall not be covered. Windows shall not be obstructed with decorations or flyers.

Restrooms

If a small child (second grade and under) needs to use the restroom and a family member is not available to accompany the child, an accompanying qualifying adult must ensure that there are no other adults present in the restroom before allowing the child to enter. The accompanying adult must not enter the restroom stalls unless the child requests or needs and approves of assistance. Older children (third through fifth grade) may go in pairs. Youth (sixth grade and above) may use the restrooms without supervision.

Diapers

When possible, church nursery staff should ask parents to change their child’s diaper. When it is not possible to wait for the parent, a church nursery worker may change a diaper in full view of another qualifying adult. *

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Off-site and Overnight Policies

Outings and retreats off the Church grounds sponsored by the congregation, and any overnight activities, will have a minimum of one qualifying male and one qualifying female adult present for the event to take place unless the event or program is gender specific. If sleeping accommodations require adults to share space with children/youth, there must be a minimum of two qualifying male and two qualifying female adults, unless the event is gender specific. (See policies below under ‘overnight accommodations.’)

Information for Parents/Guardians regarding off-site and overnight activities

The volunteer or paid staff member in charge of an off-campus event/program, including overnight programs, must provide information to parents/guardians prior to the event/program stating:

• The times for departure and return

• The location and address of the event/program

• The names of the adults participating in the event

• Emergency contact phone numbers

• Transportation plans, including who is driving

• If this is an overnight trip, parents will also be informed of the sleeping arrangements at least one day before departure, including:

o What rooms are available, which youth have been assigned to each room, and how the beds are arranged

o How adults plan to monitor sleeping activity in rooms

o Other steps that are being taken to keep sleeping areas safe

Overnight Accommodations

General guidelines:

• When making housing arrangements, NUMC staff and other program leaders will communicate openly with all youth and their parents and guardians in advance of the sleeping arrangements becoming finalized.

• For all events, care should be taken to give all children/youth maximum privacy for changing and bathing.

• Sleeping quarters should be divided by gender when it is possible to do so with proper two-adult supervision. For purposes of overnight accommodations at NUMC-sponsored events, ‘gender’ is defined as how the individual identifies, whether that individual is a child, youth, adult staff, or adult volunteer.

• Sleeping quarters should be divided by age when it is possible to do so. If that is not possible, two qualifying adults of the same gender should be in the room with children/youth of that gender (for example, two women in the girls’ room; two men in the boys’ room). At no point should a lone adult sleep in a room with children/youth.

• National UMC welcomes children, youth, and adults of all genders, including those who are nonbinary, gender-fluid, and trans. If a child/youth does not identify as male or female or does not feel comfortable in either gender grouping for overnight accommodations, appropriate sleeping accommodations will be made in consultation with the parents/guardians.

NUMC Expectations for Chaperones

National UMC expects that all adult leaders, whether clergy, staff, or volunteer, will understand and conform with the following expectations:

• All adult leaders are responsible for monitoring adult, child, and youth behavior and intervening when necessary.

• All adult leaders commit to treat all children, youth, and adults with respect and consideration. All adult leaders commit to maintaining attitudes of respect, patience, professionalism, courtesy, tact, and maturity as a positive role model for children, youth, and adults.

• All adult leaders commit to respect the rights of children, youth, and adults to decline being touched in ways that make them feel uncomfortable.

• All adult leaders will refrain from any behavior that could be considered abusive to children, youth, or adults, including physical abuse, physical punishment, emotional abuse, neglect, and sexual abuse.

• LGBTQ+ children and youth have the same rights and expectations as any other child or youth involved in NUMC’s children and youth ministries.

• Sexual activity is prohibited at NUMC events, whether onsite or offsite.

• Inappropriate public displays of affection between adult volunteers or adults present at the activity are prohibited. This includes inappropriate public displays of affection between married adults.

• Adult leaders and youth will respect each other’s privacy, especially during times of changing clothes, showering, or using the restroom.

• Adult leaders will not enter restroom stalls or changing stalls with youth. Adult leaders should closely monitor these areas but only enter as needed for youth protection or health and safety reasons.

• All chaperones will maintain access to a phone while chaperoning. For overnight and off-site activities specifically, the following expectations also apply:

• Sexual activity is prohibited at NUMC events, whether onsite or offsite.

• Inappropriate public displays of affection between adult chaperones or adults present at the activity are prohibited. This includes inappropriate public displays of affection between married adults.

• On offsite and overnight trips, for times when students are out of lines of sight or hearing from adult leaders, youth should remain in groups of three regardless of gender. Note: this Rule of Three is now used by Baltimore-Washington Conference Camping Ministries and the Boy Scouts of America for youth protection.

• Appropriate sleeping attire must be worn by all adults, children, and youth, especially outside of sleeping quarters (for example, everyone regardless of gender must wear a shirt)

• Adults will never share a bed with children or youth.

• If room checks are required, two adults should perform them together.

• Chaperones will be especially vigilant in areas where there is an elevated risk of abuse and bullying and supervision is more difficult. These areas include sleeping areas, bathrooms, changing areas, and spaces where children and youth are engaged in water activities or night activities.

• Separate shower and restroom facilities should be provided for those in male and female sleeping accommodations as well as for adults and youth in each gender group. If separate facilities are not available, separate times for showering and changing by gender and age group (adult vs youth) should be scheduled and posted. While children or youth are showering, adults will monitor activities from outside of the bathroom or shower facilities. *

I have read and understood the preceding section

Insurance and Medical Release Form for Youth

Because parents/guardians are not required to remain on-site for youth programs, Insurance and Medical Release forms (copy attached) must be provided by the parents/guardians of all youth participants in congregational programs and events and all youth ministries, except youth attending a single event for the first time. Parents/guardians must complete this form at the start of a program year, or when such participants join the group. The forms must be returned to the Student Ministries Coordinator and will be kept in the Coordinator’s office for retrieval in the event of a medical emergency. For out-of-town trips, additional forms may be added according to the event or service project’s requirements. Copies of any of these forms must be kept in one of the vehicles used for such trips or carried by the Student Ministries Coordinator. At the conclusion of a program year, these forms will be shredded.

Transportation

All transportation of children or youth must be provided by a qualified adult at least 25 years of age, who possesses a valid driver’s license for the vehicle operated, has provided authorization to NUMC for a driving record check, and can provide evidence of automobile insurance or other insurance pertinent to the vehicle involved. Seat belts, child seats, and other mandated restraints must be used. The “two qualifying adult” rule 1 shall apply in any transportation of children, except in cases of emergency. No child or youth may be alone in a car with a non-familymember adult, except in cases of emergency or where the child’s or youth’s parent has given written permission to the adult driver.

Accident/Injury

If an accident or injury occurs during any children or youth ministries, an adult volunteer or paid staff member present at the activity must complete and deliver to a pastor an Incident Report Form (copy attached) within 24 hours, with copies to the parent/guardian, the Minister of Discipleship or the Student Ministries Coordinator, and to the Director of Operations. *

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Reporting and Responding to Abuse

The church is entrusted to provide an emotionally safe, spiritually grounded, healthy environment for children, youth, and adults in which they are protected from abuse. It is our legal and moral responsibility to report suspected abuse whenever it comes to our attention regardless of where that abuse takes place. We shall report suspected abuse to stop potentially existing abuse and to prevent further abuse. To report abuse is to witness to the world of the love and justice of God. Reporting abuse is a form of ministering to the needs of those crying out for help.

We recognize the unfortunate reality that abuse can be committed by anyone or directed toward anyone, regardless of factors including gender, sexual identity, age, status, or level of respect in the community. For example, Safer Sanctuaries reports that 1 in 5 cases of abuse are perpetrated by a female and that 1 in 3 child sexual abuse cases involve peer-to-peer abuse by other children or youth. As a church community, we commit ourselves to vigilance against all forms of abuse.

1. Consult the DC Department of Transportation for current rules regarding child safety seats. As of November 2024, the information at this link is current: 2022 CarSeat Card Information 092022.pdf

Examples of Abuse

Examples of Abuse covered by these Policies include, but are not limited to:

• Offering or implying a reward in exchange for sexual favors or submission to sexual contact or conduct.

• Threatening, implying, or taking negative action if a sexual advance is rejected.

• Intentional touching, including patting, pinching, or brushing against a child’s or youth’s body. Note that children and youth cannot consent to sexual or romantic contact with adults, so questions of whether the contact was “welcomed” or “wanted” are immaterial.

• Blocking of physical movement.

• Staring or leering.

• Questions or comments about a child’s or youth’s sexual activities, dating, personal or intimate relationships or suggestive comments or questions regarding a child’s or youth’s physical appearance.

• Sexually suggestive or flirtatious gifts.

• Conduct or remarks that are sexually suggestive or that demean or show hostility to a child or youth because of the person’s sex or sexual orientation (including jokes, pranks, teasing, obscenities, obscene or rude gestures or noises, slurs, epithets, taunts, or negative stereotyping).

• Displays or circulation of pictures, videos, objects, or written materials (including pornography websites, graffiti, cartoons, photographs, pinups, calendars, magazines, or novelty items) that are sexually suggestive.

• The use of smartphones, cameras, recording devices, mirrors, drones, etc., in places or situations where privacy is expected

• Sexually suggestive, explicit, or flirtatious letters, notes, emails, or other means of communication.

• Any of the foregoing that, while not directed to a child or youth, may be observed or overheard by a child or youth. *

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When and How to Report Physical or Sexual Abuse

If physical or sexual abuse is suspected by, observed by, or disclosed to a volunteer and/or paid staff member of NUMC, that person shall:

1. Report the incident immediately to the senior pastor, Minister of Discipleship, or Student Ministries Coordinator. (If the accused is a clergyperson, see information below.)

2. The person who makes the initial report shall also report the incident to the police (911) or the D.C. Child and Family Services Agency (202-671-SAFE). This reporting duty cannot be delegated to any other person.

3. The senior pastor or their designee shall also report the incident to the police or DC Child and Family Services Agency.

4. After having reported the suspected abuse to the proper authorities, the incident is to be reported immediately to the church's attorney, the church's insurance company, and the district superintendent. The district superintendent will report the allegation to the bishop's office.

Note: Do not attempt an investigation. This should be left to professionals who are familiar with these cases.

Please note, this is a requirement of both morality and law. Under District of Columbia law (see D.C. Code §22-3020.52[a]), any person 18 or older who knows, or has reasonable cause to believe, that a child under the age of 16 is a victim of sexual abuse must immediately report such knowledge or belief to the police (911) or the D.C. Child and Family Services Agency (202-671-SAFE).

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Best Practices for Talking with and Caring for Victims

In keeping with best practices from DC Child and Protective Services, if the victim is present, mandated reporters/church staff should be limited to asking only the following five questions of the victim:

1. What happened?

2. When did it happen?

3. Where did it happen?

4. Who did it?

5. How do you know them? (If the relationship of the abuser is unclear.)

Further best practices:

• Listen to the child.Let them explain what happened in their own words. Do not stop the child in the middle of the story to go get someone or do something else.

• Make no promises. Do not tell the child that you will not tell anyone what they tell you. The child will have fears about what will happen next, so tell the child what you are going to do, what is going to happen next, and who else they will need to talk to. This will help the child feel some control over what happens next within the boundaries of the law.

• Document exact quotes. It may be helpful to write down exact quotes of what the child said in case of the involvement of other parties, such as school or child protective services.

• Be supportive, not judgmental. Do not talk negatively. Even though the child may be disclosing terrible things that may have happened at the hands of a family member or friend, the child may still love that person and may only just be beginning to recognize that he/she was being abused. Reassure the child that he/she is not at fault and has done nothing wrong.

• Do not ask questions that imply the child was at fault: For example: Why didn't you tell me before? What were you doing there? Why didn't you stop it? What did you do to make this happen? Are you telling the truth? .

Notifying Parents (and What to Do if Parent(s) are Accused) .

The pastor or designee will notify the parents of the victim and take whatever steps are necessary to assure the safety of the child/youth until the parent(s) arrive. It is important to emphasize that the proper authorities must be notified even if the parent(s) do not wish the incident to be reported. (Note: If one or both of the parents is the alleged abuser, contact the proper authorities listed above. Follow their advice about notification of the parents.) .

If the Accused is Clergy.

If the pastor is the accused party, the designee will notify the chair of the Staff Parish Relations Committee and the District Superintendent. If the accused is a clergy (deacon or elder) member of an annual conference, local pastor, or diaconal minister, provisions of the 2020/2024 Book of Discipline of the United Methodist Church must be followed. .

If the Accused is Lay Volunteer or Church Staff.

If the accused is working in a volunteer or paid position with children or youth in the church, immediately, yet with dignity and respect for the sacred worth of the person, remove the accused from further involvement with children and/or youth. .

Notifying the Accused.

Once the proper authorities have been contacted and the safety of the child or youth is secured, the pastor or other designated person may tell the accused that a report has been made. If the accused is a volunteer or paid staff of the church, that person shall be relieved temporarily of his or her duties until the investigation is concluded by the authorities. .

Reminder: Under District of Columbia law (see D.C. Code §22-3020.52[a]), any person 18 or older who knows, or has reasonable cause to believe, that a child under the age of 16 is a victim of sexual abuse must immediately report such knowledge or belief to the police (911) or the D.C. Child and Family Services Agency (202-671-SAFE). *

I have read and understood the preceding section

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