Berea Baptist Church Health and Safety Policies
Revised April 2007
The following policies are being implemented by the leaders and members of Berea Baptist Church to ensure that the church, wherever it meets, provides for the safety and security of those lives entrusted to it. We believe this is in keeping with the ministering task of the church as it shares the gospel of Jesus Christ.
The following definitions will help to clarify the policies that follow. The term "preschooler" refers to age birth through Kindergarten. "Children" refers to any child in grades one through five. "Youth" refers to persons in grades six through twelve. "Appropriate staff member" refers to the ministerial staff person assigned to the age-group or activity group involved. "Minor" refers to Preschoolers, Children and Youth
collectively.
1.0 Policies Regarding Workers with Minors
1.1 All workers will complete a Screening Form and submit necessary information for a criminal records check (age 18 and up) for any position involving voluntary or compensated work with preschoolers, children, or youth and include two references. These applications and references will be reviewed confidentially by a staff member, the director of the program in which the applicant is working, or another person appointed by the church council.
1.1.1 The Screening Form must be accompanied by a copy of the Health and Safety Policies of Berea Baptist Church.
1.1.2 The completed Screening Forms and returned criminal records checks of workers will be kept in a confidential file in the church office. A current list of workers whose records are on file will be given to staff, program directors, and members of the nominating committee.
1.2 Church or Sunday School membership at Berea Baptist Church for a minimum of six (6) months is a prerequisite to working with preschoolers, children, or youth for all volunteers. New members and nonmembers who have been a Church or Sunday School member less than six (6) months may be allowed to work under the direction and in the presence of a church member who has been a member of the church for six (6) months or more.
1.2.1 Paid child care workers from outside the church may work under the following conditions: submitted signed Screening Form, two checked references on file, criminal records check on file.
1.3 When one-on-one consultation by appointment regarding the same issue, is conducted with a child two or more times within a six month period, parents must be advised.
1.3.1 When one-on-one consultation by appointment regarding the same issue, is conducted with a youth two or more times within a six month period, parents must be advised.
1.4 Whenever visiting or consulting with a minor, another adult must be in the nearby vicinity unless the session is recorded.
2.0 Policies Regarding Supervision of Minors
2.1 Two workers will be present to work in each classroom, preschool through youth, at all times. Only in emergency situations will a person be allowed to work alone in a department.
2.2 Workers are expected to arrive a minimum of 15 minutes prior to the scheduled start of their session.
2.3 No preschooler or child will be left unsupervised while under the care of church appointed workers.
2.4 Youth may serve as workers with preschoolers and children in short-term or rotating programs (Vacation Bible School, etc.). However, youth must have adult supervision and must be age fifteen or older to work with preschoolers under the age of one.
2.5 When assisting preschoolers with toileting, two adults must be present or the restroom door must remain open. The adult assisting the preschooler should verbally talk through the process so that others can hear. (Examples: Can you do your pants yourself? Now we need toilet paper.)
2.6 Only the following people will be allowed in a preschool room: the preschoolers assigned to the room, workers assigned to the room, parents of the preschoolers in that room, directors of preschool programs, and staff. Other adults, youth, and children must remain outside the preschool room.
3.0 Policies Regarding Discipline
3.1 Workers will use positive guidance, redirection, and setting of clear limits for discipline needs. Neither physical punishment nor abusive language will be employed.
3.2 All observations or suspicions of child abuse or neglect will be reported regardless of where the abuse might have occurred. Workers with minors will immediately report their observations or suspicions of child abuse/neglect to the appropriate staff person who will notify the local law enforcement agency, state police, the Cabinet of Human Resources or its designated representative, the Commonwealth’s attorney, or the county attorney.
KRS 620.030 Duty to Report Dependency, Neglect or Abuse
Any person who knows or has reasonable cause to believe that a child is dependent, neglected or abused shall immediately cause an oral or written report to be made to a local law enforcement agency or the Kentucky state police; the cabinet or its designated representative; the Commonwealth’s attorney or the county attorney; by telephone or otherwise. Any supervisor who receives from an employee a report of suspected dependency, neglect or abuse shall promptly make a report to the proper authorities for investigation. If the cabinet receives a report of abuse or neglect allegedly committed by a person other than a parent, guardian or person exercising custodial control or supervision, the cabinet shall refer the matter to the Commonwealth’s attorney or the county attorney and the local law enforcement agency or the Kentucky state police. Nothing in this section shall relieve individuals of their obligations to report. Any supervisor who receives from an employee a report of suspected dependency, neglect or abuse shall promptly make a report to the proper authorities for investigation.
KRS 620.050 Immunity for Good Faith Actions or Reports
Anyone acting upon reasonable cause in the making of a report or acting under KRS 620.030 in good faith shall have immunity from any liability, civil or criminal, that might otherwise be incurred or imposed. Any such participant shall have the same immunity with respect to participation in any judicial proceeding resulting from such report of action.
Definition of a Dependent Child - Any child, other than an abused or neglected child, who is under improper care, custody, control, or guardianship that is not due to an intentional act of the parent, guardian, or person exercising custodial control or supervision of the child.
Definition of an Abused or Neglected Child - A child whose health or welfare is harmed or threatened with harm when his parent, guardian or other person exercising custodial control or supervision of the child: inflicts or allows to be inflicted upon the child physical or emotional injury by other than accidental means; creates or allows to be created a risk of physical or emotional injury to the child by other than accidental means; commits or allows to be committed an act of sexual abuse, sexual exploitation, or prostitution upon the child; creates or allows to be created a risk that an act of sexual abuse, sexual exploitation, or prostitution will be committed upon the child; abandons or exploits such child; does not provide the child with adequate care, supervision, feed, clothing, shelter and education or medical care necessary for the child’s well-being. A parent or other person exercising custodial control or supervision of the child legitimately practicing his religious beliefs shall not be considered a negligent parent solely because he fails to provide specified medical treatment for a child for that reason alone. This section shall not preclude a court from ordering necessary medical services for a child.
4.0 Policies Regarding Illnesses and Emergencies
4.1 A Medical Release Form must be completed by the parents or guardians of a minor for activities as deemed necessary by the staff. These forms must be notarized and may be kept on file for use during the church year in which they were signed.
4.2 Parents will be contacted immediately if a minor is injured while under the care of church workers.
4.3 An incident report will be completed for any incident where potential injury has occurred. If there is a question about whether or not to complete a report, consult the appropriate staff person.
4.4 Parents will be notified immediately when a preschooler/child has a sign or symptom requiring exclusion from a preschooler’s/child’s room and/or parents will be requested to refrain from bringing their preschooler or child when the preschooler or child has any of the following conditions:
- Fever (oral temperature of 100 or greater)
- Uncontrolled diarrhea
- Vomiting illness
- Communicable diseases
- Eye infections
- Symptoms of possible severe illness, such as, difficulty breathing or other unusual
signs
4.5 Preschool workers will not give medication to any child.
4.6 When children or youth are under the care of church workers for extended periods of time and medication must be administered by the worker or the child/youth, the medicine must be in its original container with readable labels and parents must provide a signed note stating the medicine, the amount and frequency of dosage, warnings and a statement of who will administer the medication.
4.7 An emergency phone number (911) and the Poison Control Center number (1-800-722-5725) will be posted on each phone.
4.8 First Aid kits will be located on each floor, the Welcome Center and all church vehicles.
4.9 A current list of persons with CPR certification will be posted on each floor and the Welcome Center.
5.0 Policies Regarding Release of Preschoolers
5.1 For the safety of our preschoolers, a card will be issued to the parent each time the preschooler attends church. The card will list the child’s name, the parent’s or care giver’s name and the preschool department. The parent must present the card when calling for the preschooler or give the card to a person they designate to call for the child. If an adult calls for a preschooler without a card, the preschool worker will ask the adult to return with the card. If the card is lost, the worker must consult the Preschool Director (or his/her designee) before the child is released. If the adult is unknown to the Preschool Director, he or she will consult the person who issued the card if available, seek a known care giving adult or ask for pictured identification.
5.1.1 Security cards will be kept in a locked room or container. They will be distributed to the workers prior to the beginning of each session and collected at the end of each session.
5.1.2 Workers will complete a card for each visiting or new preschooler.
5.1.3 If a card is lost, the worker will mark a new card as "Duplicate." If the original is found, the duplicate will be destroyed.
5.2 Preschool workers will wear name tags.
5.3 All preschool classroom doors will be locked during worship services. This will permit exiting from any door but allow entrance only by request.
5.4 To decrease confusion in our preschool classrooms, one parent should call for a preschooler.
5.5 To help maintain safety and cleanliness in our preschool rooms, it is preferred that parents release and greet their preschooler at the door to the preschool room.
6.0 Policies Regarding Sanitation and Hygiene
6.1 Diaper changing: Collect all diapering supplies prior to changing. Don a new set of gloves prior to each diaper change. Place a clean sheet of waxed paper on the changing surface. Place the child on the wax paper lined surface and change the diaper. Wrap the soiled diaper and wipes in the waxed paper. Place the diaper and gloves in the trash bag-lined trash can. Wash hands between each diaper change.
6.2 Diaper checks and toileting opportunities are to be made at least hourly or more frequently, as needed.
6.3 Use disposable gloves during any potential contact with any bodily fluids (blood, urine, feces).
6.4 A mouthed toy should be gathered when a child seems finished with it and before another child handles it. Toys are to be washed with soap and water, rinsed in diluted bleach water then rinsed in water and allowed to air dry.
6.5 Any surface which has been potentially contaminated by a bodily fluid must be cleaned and wiped with a diluted bleach solution. Any surface contaminated by blood spills must be cleaned with a disinfecting bleach solution.
6.6 Diluted bleach solution (for most purposes): One tablespoon of bleach to one quart of water, prepared daily by Babies and Ones Sunday School workers and by Wednesday night workers.
6.7 Disinfecting bleach solution (for blood spills): one part bleach to ten parts water.
6.8 All cloth items (crib sheets, etc.) will be washed after each use. Paid preschool worker will be responsible for washing cloth items.
6.9 Children will wash hands after toileting and before handling food. Adults will wash hands before the preschool session, before handling food, after diapering/toileting and after caring for their personal needs. If it is not possible to wash hands before handling food, preschoolers may use hand sanitizer provided in their rooms.
6.10 When assisting preschoolers with toileting, two adults must be present or the restroom door must remain open. The adult assisting the preschooler should verbally talk through the process so that others can hear. (Examples; Can you do your pants yourself? Now we need toilet paper.)
7.0 Policies Regarding Food Handling and Feeding
7.1 Bottles will be given to infants according to his or her parent’s instructions. Toddlers and older preschoolers will be given a snack during Extended Teaching Care. The snack typically consists of crackers (graham, animal, Ritz) and apple and white grape juice. Parents will alert workers to a child’s food allergies.
7.2 Round, firm foods that might lodge in the throat of a preschooler less than four years of age are not permitted while preschoolers are under the care of church appointed workers. These foods include hot dogs, whole grapes, peanuts, popcorn, thickly-spread peanut butter and hard candy.
7.3 Preschoolers will eat only when seated to lessen the possibility of choking.
8.0 Policies Regarding Prohibited Substances and Weapons
8.1 To prevent burns, no hot drinks, including coffee, will be permitted in any preschool department.
8.2 Use of tobacco products is prohibited within the church building or church vehicles. Minors are prohibited from using tobacco products on church sponsored events.
8.3 No alcoholic beverages or illegal drugs are permitted on church property or in the possession of persons participating in church-sponsored events.
8.4 Firearms and other weapons of any kind are prohibited within the church buildings, church vehicles, church grounds, or on church sponsored events.
9.0 Policies Regarding Transportation
9.1 Church vehicle drivers must be age 25 and over.
9.2 No one may drive a church vehicle without having first gained approval from the Transportation Committee.
9.2.1 Church vehicles and keys must be reserved by calling the church secretary.
9.3 Kentucky State Law requires that drivers and all passengers wear seat belts at all times. Drivers will be held liable for persons not wearing seat belts.
9.4 Each vehicle must contain a first aid kit.
9.5 Vehicles must be inspected annually. The Transportation Committee is responsible for obtaining this inspection.
9.6 Each vehicle must contain an information packet which includes the record of inspection, insurance card, and emergency numbers of the Transportation Committee.
9.7 Vehicle drivers will follow speed limits and other driving laws.
9.8 An occupancy number will be posted in each vehicle and the limit will be observed.
9.9 Vehicles may not transport preschoolers, age four and under, without a responsible adult accompanying the child.
9.10 Two adults are required when transporting any minors.
9.11 An event-specific, dated permission for transportation form must be signed by the parent or guardian (with two witnesses) of each preschooler or child participating in an event which involves transportation beyond the church property. Copies of the forms will be taken on the event to provide emergency phone numbers.
9.11.1 Child Restraint Law: Kentucky’s “child restraint law” requires every child less than 40 inches in height to be secured in a federally approved car seat. If a car seat is needed, the responsible adult must provide it. The church will not provide car seats for children who need them.
9.12 Persons driving personal vehicles to provide transportation for church events must follow the transportation policies.
10.0 Preschool Parent Guidelines
(A copy of the Preschool Parent Guidelines will be given to parents at the beginning of each church year and as new preschoolers are enrolled.)
10.1 Please inform the workers of any special information that will be helpful in working with your preschooler. However, refrain from discussing problems in your child’s presence. A worker can arrange another time to talk.
10.2 Preschoolers/children should be picked up promptly after each session to enable workers to clean up and leave with their own families.
10.2.1 Preschoolers age 4 and under who are participating in Bible study classes, events, or other functions must have a responsible adult in the church facility.
10.3 For the safety of our preschoolers, a card will be issued to the parent each time the preschooler attends church. The card will list the child’s name, the parent’s or care giver’s name and the preschool department. The parent must present the card when calling for the preschooler or give the card to a person they designate to call for the child. Children younger than middle school may not call for a preschooler, even with a card. If an adult calls for a preschooler without a card, the preschool worker will ask the adult to return with the card. If the card is lost, the worker must consult the Preschool Director (or his/her designee) before the child is released. If the adult is unknown to the Preschool Director, he or she will consult the person who issued the card if available, seek a known care giving adult or ask for pictured identification.
10.4 For the purposes of security, cleanliness and maintaining order in our preschool departments, we ask that only one parent call for each preschooler. Please knock and remain outside the door when bringing or picking up a preschooler.
10.5 Please bring an adequate supply of diapers or training pants for your preschooler. A change of clothing is often needed for preschoolers as well, in case of toileting accidents.
10.6 Please label all clothing, diaper bags, bottles, cups, etc.
10.7 Bottles will be given to infants according to his or her parent’s instructions. Toddlers and older preschoolers will be given a snack during Extended Teaching Care. The snack typically consists of crackers (graham, animal, Ritz) and apple and white grape juice. Parents will alert workers to a child’s food allergies.
10.8 Round, firm foods that might lodge in the throat of a preschooler less than four years of age are not permitted while preschoolers are under the care of church appointed workers. These foods include hot dogs, whole grapes, peanuts, popcorn, thickly-spread peanut butter and hard candy.
10.9 Parents, do not bring your children to church if they have one or more of the following symptoms (Parents will be notified immediately if their child develops any of these symptoms after arrival.):
- Fever (oral temperature of 100 or greater)
- Uncontrolled diarrhea
- Vomiting illness
- Communicable diseases
- Eye infections
- Symptoms of possible severe illness, such as, difficulty breathing or other unusual
signs
10.10 Preschool workers will not give medication to any child.
10.11 Please discourage your preschooler from bringing toys and other items from home. Toys that are age-appropriate and that relate to the session will be provided.
10.12 The preschool division will promote Babies, One Year Olds, and Two Year Olds based on their individual development. Three year olds through Kindergarten will be promoted with the church on September 1. (Children who are three by October 1 of the current church year will be enrolled in the Three Year Old Department; Children who are four by October 1 of the current church year, will be enrolled in the Four Year Old Department, etc.).
10.13 Parents of preschoolers attending the nursery during worship service will be expected to work six sessions per year in a rotating schedule.
11.0 Fire and Tornado Emergency Procedures
11.1 In the event of a fire, preschool and children’s workers will escort the children in their class to the nearest safe exit. Adults who are in classes exiting in the same direction as the preschool or children’s classes may assist with the children, but all children must stay in their class groupings.
11.1.1 The Babies and One-Year-Olds may be placed in cribs (up to six babies per crib) and wheeled to the designated fire or tornado areas.
11.2 Everyone will exit the building and gather behind the Police Station. Parents should use the exit nearest them and meet their children at the designated location. No parent should take their child from the class group without the knowledge of the lead teacher.
11.2.1 Parents must understand that the lead teacher may need them to remain with the class group until he/she has accounted for all children and then has time to focus on individual parents taking their children from the group.
11.3 All workers with preschoolers and children must make an effort to know the number of children within their care at all times.
11.4 In the event of a fire, everyone should remain in the designated location and not leave in their vehicles. This allows open routes for emergency vehicles to do their jobs.
11.5 Clearing the building should take priority over fighting a fire.
11.6 In the event of a tornado warning for Madison County, all persons in the building will move to designated areas.
11.7 If a tornado warning is called, preschoolers and children will move to the designated areas with their workers. No parent should take their child from the class without the knowledge of the lead teacher for that class.
11.8 If a tornado warning is called, persons should be sent to all areas of the building (including restrooms) to give the alert.
11.9 In the event of a tornado watch or a tornado warning in nearby areas, spotters should be posted.
11.10 One emergency training per year should be conducted with preschool and children’s workers.
12.0 Procedures for Implementing Policies
12.1 A copy of the Health and Safety Policies for Berea Baptist Church will be given to all workers with minors. The Screening Form will contain a statement for the worker to sign when he/she has read the policies. If the worker is a returning worker for whom the Screening Form and criminal records check have already been completed, the worker may sign a Review of Policies Form. Completed Review of Policies forms will be filed with the worker’s original Screening Form.
12.2 Preschool Parent Guidelines will be posted in the preschool hallway.
12.3 A policy notebook will be provided to each staff member and to the deacon chairman.
12.4 The staff or designated professionals will present policies to workers, deacons and the church council within at least one training session annually. The staff will document this training.
12.5 Emergency provisions (phone numbers, first aid kits, CPR lists) will be checked and documented twice a year by the staff.
12.6 The usher coordinator will instruct the ushers in the responsibilities of locking preschool doors. The Preschool Director will review this responsibility with the coordinator twice a year and document it.
12.7 Policies regarding diapering, toy cleaning, toileting and hand washing will be posted in appropriate preschool rooms and appropriate restrooms. These will be checked and documented by the Preschool Director twice annually.
12.8 Drivers of church vehicles will be provided with a copy of the transportation policy and prohibited substance policies. Frequent drivers will be asked annually to sign a statement that they have read the policies. Occasional drivers will be asked to sign a statement that they have read the policies when they pick up the keys to the vehicles. This
procedure will be reviewed annually with the church secretary and documented.
12.10 Preschool Parent Guidelines will be given to parents of preschoolers at the beginning of the church year and as new preschoolers are enrolled. This procedure will be reviewed annually by the Preschool Coordinator.
12.11 The Nominating Committee will give a copy of the policies to the members of the Transportation Committee as they are enlisted.
12.12 The secretary will maintain a supply of blank forms and policies in one location available to church members.
12.13 Documentation will be kept in the main policies notebook in the church office.
12.14 Policies will be reviewed annually in March by the church staff. This review will be documented and revisions made or a committee appointed as needed for revisions. Revisions will be brought to the church for approval. During the April business meeting, the church staff will present documentation that policies have been carried out and will bring any needed revisions to the church for approval.