Link to > SafeChurch > PeopleAndCultureCommittee > Council comments > WorkingWithChildrenCheck > SafeChurchCommitment

Includes > Serving Safely Policy Documents > Serving Safely Position Descriptions

A consolidated version for archiving is available.

GWUC’s Serving Safely Policy

Accepted by Council as living document July 2015.

1. Introduction

Glen Waverley Uniting Church (GWUC) is committed to providing a safe environment to everyone who participates in the life of the Church community. This policy began as a need to implement the documents approved by Standing Committee of the Synod of Victoria and Tasmania in April 2013 (resolution SC 13.26.2), and were adapted to our particular context and programs. We’ve used this opportunity to develop a Code of Conduct for the life of GWUC, ensuring that we as a Christian community aim to serve each other as embodied by Christ.

“For even the Son of Man did not come to be served, but to serve, and to give his life as a ransom for many,” – Mark 10:45.

The underlying goal of this document is to ensure that we, as the loving body of Christ, have correct guidelines in place to provide a safe environment for all that enter into the Glen Waverley Uniting Church community. Specifically, the policies available herein aim to prevent the abuse of all persons, whether they be children or adults. It is to mitigate as much as possible, the risk of things going wrong, and because of this is In no way a list of where our duty of care ends. (But rather where it must begin).

Listed in this document (in order) are policies and procedures for our Code of Conduct practices, Safe Church requirements, Position Descriptions, Welcoming & Saying Goodbye policies and guidelines for Annual checks & reviews. This document shall be stored electronically on the wiki, emailed/mailed on an as-needs basis, and kept physically as a printed version in the office.

It is critical that this policy is constantly scrutinised and updated especially when factors in the church change, as no living body remains dormant. Documents that have informed this policy are documents approved by the SYNOD Standing Committee in 2013, the Safe Ministry Training Manual (2014), current legal mandatory regulations (such as Working With Children Checks), and previous policies Church Safe (2009) and Safe Place for Children (1999).

2. Safe Church

2.1. Introduction

Living in community is a challenging but rewarding facet of Church life. Up until the construction of this document, the running of a Safe Church has been established as strictly as possible by Congregation members and the Church Council. While this has seemed to cover the day-to-day environment for Church participants, the recent policies released by SYNOD highlight a need to write some of our policies down and revise how we actively facilitate a safe Church.

A key factor in ensuring a safe environment is that of the Safety Team – a new team constructed to specifically oversee safe Church policies & procedures. The policies include the list of the Safe Church documents that were approved by the Standing Committee of the Synod of Victoria and Tasmania (April 2013, resolution SC 13.26.2).

2.2. Safety Team

The Safety Team is charged with the oversight of safe Church policies and procedures throughout the Church, and function as a sub-committee of the Church Council meeting on a bi-monthly basis. Their overarching responsibility is to ensuring safe Church policies and procedures are kept up to date, and to ensure the co-ordination of and adherence to Safe Church training. This team consists of the Safe Church Concerns Person/s, Safe Church Administration Person and a member of the Church Council, and functions as a sub committee of the Church Council. See SafetyTeamGroup for membership.

Position descriptions can be found below in the Position Descriptions section of this document (4.2.1 & 4.2.2). Supporting documentation for these roles is also important to be kept up to date, and listed in the Appendices. (2.2.1 Working With Children Check Policy, 2.2.2 Safe Church Concerns Anecdotal Record)

2.3. Safe Church Policies

As the Church continues to strive to be a safe place for all people, and in light of the contemporary community expectations that have contributed to the national Royal Commission into Institutional Responses to Child Sexual Abuse, the Synod Standing Committee has adopted a range of new safe church policies and procedures. The policies seek to provide a framework for the Church to uphold its duty of care to all who participate in the life of the Church, in both its formal and informal activities, so that the Church can remain an open community that is safe for all people.

GWUC acknowledges the documents approved by Standing Committee of the Synod of Victoria and Tasmania in April 2013 (resolution SC 13.26.2) has adopted, unless stated in an addendum below, the following policies in full.

Creating a Safe Environment for Children and Vulnerable Adults (CSECVA) in our Church (2.3.1) GuidelinesForLeisureTimeVolunteers includes extracts from this tailored to our Leisure Time program.

This document has been adopted in full, along with the two brochures made available by the Culture of Safety Unit. 2.3.2 Brochure - Creating a Safe Environment for Children in our Church & 2.3.3 Brochure - Creating a Safe Environment for Vulnerable Adults

CSECVA Code of Conduct for the Prevention of Abuse (2.3.4)

While GWUC supports this document, we have chosen to create our own specified Code of Conduct 3.2.3 GWUC Code of Conduct: The Life of our Church that references 2.3.4, the SYNOD Code of Conduct and the Safe Ministry Training Manual (2014)

Safe Leaders Guide (2.3.5) This document has been adopted in full, along with the brochure made available by the Culture of Safety Unit 2.3.6 Brochure – Safe Leaders Guide

Policy and Intervention of persons of concern

One of these new policies is the Policy and Intervention for Persons of Concern, which deals with managing the risk posed by a known sex offender in a congregation. It has not been widely distributed, as it requires extra care with its implementation due to the sensitive nature of the matters it covers. This policy was developed at the same time and in the same spirit as the other ‘Creating a Safe Environment for Children and Vulnerable Adults’ policies, and there is significant crossover between them. The new policy is available on an ‘as needed’ basis from the SynodSafeChurchEducator

The Brochure 2.3.7 Brochure - Persons of Concern Policy has been attached for reference.

Guide on the Prevention of Sexual Grooming (2.3.8)

Identified by the Culture of Safety Unit after the April 2013 recommendations, 2.3.8 Guide on the Prevention of Sexual Grooming is linked here.

3. Code of Conduct

3.1. Introduction

Our Code of Conduct underpins how we commit to interact with each other to affirm a safe environment. The policies listed below are crucial to providing safe programs in accordance with the above Safe Church policies, and should be continuously reviewed as we journey forward together.

Policies are intended to help provide guidelines and support those in ministry at GWUC, and are in no way intended to constrict any valuable contribution to the life of the church. At the core of Code of Conduct is the ‘GWUC Code of Conduct: The Life of our Church’ – a new document that aims to bring together the life love that vibrantly exists in our Christian Community. Listed below are also a number of supplementing documents.

3.2. Code of Conduct Policies

3.2.1 Church Council Policy
3.2.2 Duty of Care Policy
3.2.3 GWUC Code of Conduct: The Life of our Church
3.2.4 Email Policy and Guidelines
3.2.5 Privacy Policy
3.2.6 Reporting Procedure
3.2.7 Risk of Significant Harm Form
3.2.9 Safe Transport Policy
3.2.10 Social Media Policy and Guidelines
3.2.11 Wiki Policy and Guidelines

4. Position Descriptions

4.1. Introduction

Our Position Descriptions (detailed in the following chapters) are a new introduction with this Serving Safely Policy, and aim to arm volunteers with guidelines and scope to their roles and responsibilities. In turn, the aim is to foster transparency and accountability throughout GWUC, building trust and confidence in each other in the process.

Transparency in ministry relates to the practice of being willing and able to show others how you are caring for people. Being transparent means not only doing the right things, but also being seen to do the right thing. For example: Historically, the church in Australia has been seen by many as the moral police. However, when some church leaders failed morally, these failings were rarely spoken about and sometimes swept under the carpet. As places that offer ministry to vulnerable people, it is essential that Churches are transparent in their motives and actions. We need transparency both in our relationships and in our policy and procedures.

Accountability within a Christian framework implies a willingness to be called to account. Accountability occurs best in the context of teams. This is the idea of sharing in ‘our’ ministry, rather than doing ‘my’ ministry. When a person is part of a team by which they are supported and encouraged, and is provided with an appropriate level of accountability, people are more protected from actions, which may cause harm. Good practice suggests that for accountability purposes, leaders are given clear expectations in relation to their role. This should include induction into the role so that they understand what they are responsible for and to whom they will report.

The position descriptions detailed below are in no way intended to limit any persons functioning in their volunteer role, and are welcome to updates as the position sees fit.

5. Welcoming & Saying Goodbye

5.1. Introduction

Having opportunities to use God-given gifts through leadership can be one of the most satisfying and growing experiences for a person in the life of the church.

When considering someone for a leadership role, it is important to value and support them by making sure:

• The task uses their gifts and talents
• They are able to work as part of a team, and are well supported
• The position has clearly defined expectations
• The person is able to work in a safe way with children

5.2. Screening & Recruitment

To help protect and encourage volunteers in their goals, we have a detailed 5.2.1 Leader Recruitment document that outlines the steps to take, as well as the 5.2.2 Screening Questionnaire for Volunteers that details the standard questions to ask.

5.3. Welcoming to new positions of the Church (Induction & Commissioning)

As part of the GWUC induction process, new leaders are required to successfully complete the SYNOD Safe Church Training program (organised by the Safety Team, 2.2), and sign the 5.3.1 Leader Induction Policy. Completing the compulsory induction program will enhance leaders’ transition into their new role into the Church community. A complete induction list can be also be found in the 5.3.1 Leader Induction Policy.

For the onboarding of Ministers and Paid staff, Church Council is also additionally required to conduct an in-house induction, see 5.3.2 Induction Checklist for Ministers and 5.3.3 Induction Checklist for Paid Staff documents. There is also a 5.3.4 Personal Details form to be completed and stores securely in the GWUC office, which can additionally be used for any other records of personal details.

5.4. New Ministry approvals

A safe program ensures that both the physical and emotional environments are safe. Consideration is given to the participants’ ages and cultural backgrounds, and is prepared for all realistic possibilities during the running of the ministry.

All new programs of GWUC are required to be approved by ChurchCouncil prior to commencement, and are encouraged to complete a 5.4.1 Church Council Proposal Form to enhance the spiritual, practical and pastoral life of our Church and our mission.

When a new program has been finalised and is ready to begin, 5.4.2 New Ministry Form and 5.4.3 New Ministry Risk Management Form are asked to be filled out and given to the ChurchCouncil. In accordance with the 5.3.1 Leader Induction Policy, it’s also asked that a new ministry must not commence until roles are defined and leaders complete the induction process.

5.5. Training of leaders

Safe Church training is mandatory for all leaders appointed to the Safe Church sub-committee and any leader appointed to a position that has a program for young people and Adults. Safe Church training is required to be held in the first year of the Safe Church program, or first year of leadership, and review training is to be held every 3 years. It is strongly recommended that all leaders on Church Council undertake this important training. A list of broad areas of leadership in GWUC are:

• The Chairperson of the Church Council
• The Chairperson of the Congregation
• Leaders involved in ministering to children and/or young people
• Anyone with oversight of a program and/or ministry to Adults (for example The Hub, Leisure Time, community meals)
• The minister or ministry agent
• People who conduct Pastoral visits

First Aid and Food Handling training is required by all ministry teams in accordance with First Aid and Food Safety policies.

Leaders are encouraged by Church Council to take advantage of learning and development opportunities relevant to their ministry area. Developing leaders is a way of ensuring healthy teams and can include things like regular team meetings, praying together, eating together and planning together.

Leaders are also encouraged to self-assess their own behavior and ministry strengths and weaknesses. Ministry teams are stronger when team members support each other.

5.6. Fostering Transitions to future pathways

Recognition at the beginning and end of a period of service and at significant stages demonstrates a clear commitment from the Congregation to prayerful and consistent support and affirmation of leaders. Volunteers are asked to be recognised at their attended GWUC service at the end of any given volunteer position to acknowledge their time and efforts in their ministry.

6. Annual Reviews

6.1. Introduction

As a living body of Christ, it’s imperative that our policies and procedures do not fall out of date. Constant reviews will be needed to ensure that this document stays at the heart of what makes us serve in Christ’s image, and to help this, there is a checklist below to complete at the beginning of each year.

6.2. Serving Safely Policy

A review must be undertaken of the Serving Safely Policy, and all sub-policies, procedures & forms that exist within. This is to be conducted annually at a time suitable for the ChurchCouncil.

6.3. Ministries of GWUC

To ensure leaders are supported spiritually and logistically all ministries are asked to complete a Ministry Annual Review Form that allows an open place for discussion and feedback for each program. This process aims to support the leader and team members while providing an opportunity to move forward with other areas when needed, with the understanding that every program has a season. Specifically, it allows the ministry team the opportunity to:

• Reflect on what went well or not so well each year;
• Advise that a team member is unavailable the following year;
• Consider how participants grew in their relationship with God;
• Consider how the team better could share ministry in the next year.

The GWUC Annual Group Report is asked to be submitted to ChurchCouncil for review and support from the ChurchCouncil at the end of each year. This is to allow for adequate leadership issues and safety measures to be considered prior to commencement of activities for another year.

In addition, ministries are asked to complete a Risk Management Review Form annually to ensure that they are compliant with relevant laws & responsibilities to maintain a safe program for all participants. Ministries are encouraged to seek guidance from Church Council & the Property Committee to complete this form.

6.4. Ministers & paid staff

Ministers & paid staff must be reviewed periodically, with the assistance of the Port Phillip East Presbytery. Communication with the Port Philip East Presbytery by the Church Council Human Resources Representative is necessary to determine suitable times for reviews on an ad hoc basis.

7. Appendices