Yates Baptist Church

SAFE SANCTUARY PROCEDURE MANUAL

Issued: November 2013 Revised: October 2013 Location: Durham, North Carolina

I. Purpose II. Relevant Terms Defined III. Volunteer Screening and Selection A. Waiting Period B. Application and Screening C. Screening Information Security D. Training IV. Ministerial Screening V. Supervision VI. Injuries or Illness VII. Incident Reporting and Investigation VIII. Record Keeping IX. Issues Related to Registered Sex Offenders X. Periodic Employee/Volunteer Review XI. Policy Revision and Review XII. Children’s Ministry Specific Procedures XIII. Youth Ministry Specific Procedures XIV. Sonshine Class Policy and Procedure XV. Interfaith Hospitality Network XVI. Attachments

I. PURPOSE

Yates Baptist Church has a long tradition of providing a safe environment in which to offer sound biblical teaching and activities that foster faith and character development among children, youth, and Sonshine Class adults. This ministry is central to the overall mission of Yates. Our congregation desires to be optimally accountable and effective in assuring an environment that is safe and secure for everyone as we minister to these special groups. Establishing a policy framework designed to ensure safety and security in our midst helps us practice responsible stewardship toward those entrusted to our care.

II. RELEVANT TERMS DEFINED

Abuse (noun): Any non-accidental injury or harm done to a child, youth, or Sonshine Class member by another person — whether verbal, physical, emotional, or sexual — including but not limited to assault, battery, and molestation.

Child: Anyone from birth through 5th grade.

Church Personnel: For purposes of this policy, the following are included when functioning in their respective roles for the Church:

All ministers (full-time, part-time, or intern) engaged in ministry or service to the church.
All paid personnel (full-time or part-time) employed in areas of ministry or other services such as Ministry Assistant, Facilities Assistant, Music Ministry Assistant, etc.

Incident: A reported or alleged act or omission that may be viewed as abuse (as herein defined) or otherwise a violation of the Yates Safe Sanctuary Policy or Procedure Manual.

Minister: For this policy, minister refers to the staff member assigned direct responsibility for a covered group. The ministers at Yates are:

Minister of Children’s Discipleship (for children)
Minister of Students (for youth and IHN)
Minister of Adult Discipleship (for Sonshine members)
Minister of Music and Worship (for age-graded choir programs)

Sonshine Member: An adult participant in the Yates Sonshine Class ministry.

Teenage Worker: Any volunteer at least 13 but under 18 years old who assists with Children’s or Sonshine ministries.

Volunteer: Any approved person providing supervision to children, youth, or Sonshine members at formal church activities, whether on or off campus. Examples include:

Sunday school teachers
Retreat workers and chaperones
Youth group leaders
Nursery and extended session workers
Vacation Bible School workers
Sonshine Class leaders
Children and Youth music leaders

Incidental interactions by church members outside program contexts are not included.

Youth: Anyone eligible for youth activities (6th–12th grades). A youth may also be 18 or older if still in high school.

III. VOLUNTEER SCREENING AND SELECTION

To volunteer with children, youth, or Sonshine ministries, a candidate must complete the screening and selection process described below.

A. Waiting Period

No volunteer may serve in a primary supervisory position until they have been regularly involved in the church for six months (attending worship, Sunday School, or other ministries). This period allows the candidate to form relationships and demonstrate the character and attributes expected of those who minister to children, youth, and Sonshine members. While church membership is not required, active participation is essential.

The waiting period does not apply to newly hired ministers or ministerial interns, who will still undergo screening per Section IV.

B. Application and Screening

A potential volunteer will submit a Volunteer Application (Attachment 1) to the responsible minister. If serving in multiple ministries, the candidate may submit the application to any applicable minister.

The minister will review the application to ensure that the applicant is qualified and suited to serve. For multi-ministry applicants, each minister will conduct a review.

All volunteers working with children, youth, or Sonshine Class members must consent to a criminal record check by a private, independent company at the time they apply (Attachment 2). The Church pays for this screening.

Evaluation of Volunteer Candidates:

a. A third-party contractor provides the initial criminal record screening. Any potentially credible concerns identified are forwarded confidentially to the appropriate minister. b. That minister will consult with one other minister to determine whether the record precludes approval. Both the record and discussion remain strictly confidential. c. Convictions that absolutely preclude approval include: – Child abuse (physical, emotional, sexual, or neglectful) – Violent offenses (murder, rape, assault, domestic violence, battery, kidnapping) – Sexual exploitation of a minor, indecent liberties with a minor, solicitation of a minor – Child pornography d. Persons with a DUI or DWI conviction within five years of application may not serve as drivers for any children’s, youth, or Sonshine ministry function. e. Other criminal offenses may preclude service depending on recency, frequency, and nature, determined case by case by the two reviewing ministers. Decisions prioritize the safety and well-being of protected persons. The ministers may meet with the applicant to discuss the circumstances before deciding. f. If the screening reveals any credible information indicating a potential threat of abuse, the minister will remove the candidate from consideration. g. A candidate may also be removed if the process reveals an inability to conform to the Safe Sanctuary Policy and Procedure Manual.

Ministers reserve the right to interview any applicant at any point during the process to gather additional information or request a Personal Reference (Attachment 3).
Applicants will be notified of approval or denial verbally and confidentially.
A minister may authorize a Teenage Worker to assist in Children’s or Sonshine ministries. Teenage Workers must be supervised by an adult at all times and may not count toward the minimum number of required volunteers. They must have attended Yates for at least six months and interview with the minister. No criminal background check is required. Service is at the minister’s discretion.

C. Screening Information Security

Criminal background check data and application information will be kept secure and confidential, accessible only to authorized persons (the candidate and church ministers).
All hard-copy authorizations for background checks will be destroyed immediately after clearance.
Specific criminal record data will be retained by the contractor, not by the church.

D. Training

Ministers will develop a mandatory training program to ensure that new volunteers understand and can apply the principles of this manual and other orientation procedures as needed.

Volunteers will receive updated training every three years and whenever significant policy changes occur. Each volunteer will acknowledge receipt of training and materials (Attachment 5).

IV. MINISTERIAL SCREENING

The Personnel Committee will conduct a criminal background check on all new potential ministers or ministerial interns using a private, independent third-party service provider. The committee shall review the criminal background report using criteria at least as stringent as those defined for volunteers in Section III.

V. SUPERVISION

Two-Person Rule: At least two approved adult volunteers must be present at all times during every function and within each classroom or enclosed area for children’s, youth, or Sonshine ministry programs. Exceptions are listed in group-specific sections later in this manual (see Sections XII–XIV).

Transfer of Responsibility: Volunteers become responsible when the scheduled activity begins. Until then, parents or guardians retain responsibility. Volunteers remain responsible until each child has been picked up by a parent, guardian, or authorized person. Children should never be sent out alone to find their parents nor left to await transportation without supervision.

Unscheduled Times: Parents and guardians are responsible for their children and youth when not participating in formal, scheduled ministry activities.

VI. INJURIES OR ILLNESS

Volunteers who are ill may not participate in any ministry activity while the illness could be transmitted.

Substitutes for regularly scheduled volunteers who are ill must have been previously approved per Section III.

If a volunteer or minister determines that a child or youth has a serious or communicable illness, that individual will be returned to their parent or guardian as soon as possible. If immediate return is not possible, the ill person will be separated in a supervised manner until the parent or guardian arrives.

All persons supervising children or youth are expected to take reasonable steps to prevent any contact with bodily fluids.

Minor Injuries: Volunteers should provide first aid as needed. The volunteer or minister present must notify the parent or guardian as soon as possible but no later than at pick-up. If the reporting volunteer will not be present at pick-up, they will inform the minister and complete an Accident Report (Attachment 6) for the parent or guardian.

Serious Injuries: If medical treatment beyond simple first aid is required, the volunteer will provide immediate assistance and notify the minister without delay. The minister will contact the parent or guardian and, if appropriate, seek emergency medical help. In the absence of a parent or guardian, a minister or volunteer will accompany the injured person to the hospital. An Accident Report will be completed by both the minister and volunteer(s) and given to the parent or guardian.

VII. INCIDENT REPORTING AND INVESTIGATION

A. Allegations of Abuse

Notification

a. Minister: Volunteers who become aware of any allegation of abuse will immediately inform the minister. If unavailable, they will inform another staff minister. b. Parent / Guardian: Parents or guardians will be notified immediately of any allegation involving their child or youth. Updates on investigations will be provided in writing by the Senior Pastor. If the accusation concerns the Senior Pastor, updates will be handled by the Chair of the Personnel Committee. c. Accused: The minister(s) will confidentially notify the person against whom an allegation has been made.

Internal Review

a. All allegations must be reviewed thoroughly, discretely, and promptly to determine if there is a reasonable basis for the claim. Each must be documented on the Incident Report Form (Attachment 6). b. Investigation teams are defined as follows: – If the accusation is against a volunteer or church/community member: Minister + Senior Pastor + Chair of Deacons. – If against a minister: Senior Pastor + Chair of Personnel + Chair of Deacons. – If against the Senior Pastor: Minister + Chair of Personnel + Chair of Deacons. c. If a reasonable basis exists, the team will refer the matter to appropriate legal authorities or the Department of Social Services—or both—without unnecessary delay. Consultation with legal counsel may occur to determine reporting jurisdiction, but such consultation must not delay referral. Parents or guardians will be informed prior to the report.

Ministry Status During Review

a. A volunteer under review or investigation will be immediately removed from their position until completion of the process. b. A minister or employee under review may be suspended or reassigned consistent with personnel policies and bylaws. c. A volunteer found not responsible may resume duties when cleared by the minister. Resumption of duties for ministers or staff follows personnel procedures and church bylaws.

Incident Records

a. All documentation remains confidential and secured. Only ministers (not alleged perpetrators) and the Personnel Committee may access records, unless required by an external authority. b. Records shall include, at minimum: – Written incident report – Correspondence with parent/guardian – Notes or records of interviews or meetings – Correspondence with external authorities – Summary of outcome c. Incident records, whether substantiated or not, constitute a permanent secured record of the church.

B. External Communication

The Chair of the Deacons or their designee will serve as spokesperson for the church following notice of any incident requiring communication with an external agency. This person will be the sole spokesperson to convey information concerning the situation to outside audiences, sharing only information necessary to avoid compromising any ongoing investigation.

Before referring an incident to external authorities, the Chair of the Deacons may consult with legal counsel.

The church’s liability insurance provider will also be notified of the incident by the Chair of the Deacons.

All ministers, employees, and volunteers will cooperate fully with any law enforcement or governmental agency investigating allegations of abuse in connection with church activities. Confidential material may be released if required by the authority.

C. Internal Communication

Whenever an incident necessitates involvement of an external agency such as law enforcement, the Chair of Deacons or their designee will inform the congregation that such an investigation is taking place. The Chair of Deacons will ensure that appropriate information is shared to preserve both safety and transparency within the congregation.

D. Policy Violations

Any minister who becomes aware of a violation of the Safe Sanctuary Policy or this Procedure Manual that does not meet the definition of abuse (Section II) will take all necessary steps to ensure future compliance. This may include removing volunteers from service. Written documentation of each violation shall be maintained by the minister.

VIII. RECORD KEEPING

A. Identification

The table below identifies the records associated with this manual, their storage location, and retention period:

Record	Location	Retention
Volunteer Application (Attachment 1)	Safe Sanctuary file cabinet	Length of service
Volunteer Background Check Form (Attachment 2)	Safe Sanctuary file cabinet	Completion of background check
Criminal Background Report	Not retained	Not retained
Ministry Reference Check Form (Attachment 3)	Safe Sanctuary file cabinet	Length of service
Staff/Volunteer Checklist (Attachment 4)	Safe Sanctuary file cabinet	Length of service
Policy Acknowledgement Form (Attachment 5)	Safe Sanctuary file cabinet	3 years
Incident Report (Attachment 6)	Safe Sanctuary file cabinet	Permanent
Accident Report (Attachment 6)	Safe Sanctuary file cabinet	1 year
Youth Opt-Out Form (Attachment 7)	Safe Sanctuary file cabinet	1 year
Incident Records (e.g., correspondence, notes)	Safe Sanctuary file cabinet	Permanent
Annual Policy/Manual Review Report	Deacon minutes (per Deacon procedures)	Per record policy

B. Security

All records kept in the Safe Sanctuary file cabinet will be secured and accessible only by the ministers, the Chair of Personnel, and the Chair of Deacons. The cabinet must protect information from unauthorized access, vandalism, fire, water damage, or other loss.

C. Disposal

Records shall be maintained for the periods designated above. After required retention, records may be responsibly disposed of. Any record containing personal information must be shredded or otherwise destroyed to prevent disclosure. No record may be removed or altered except as authorized by this schedule.

IX. ISSUES RELATED TO REGISTERED SEX OFFENDERS

Yates Baptist Church follows North Carolina General Statute § 14-208.18, which restricts certain registered sex offenders from:

a) Being on the premises of any place intended primarily for the use, care, or supervision of minors (e.g., schools, child-care centers, nurseries, playgrounds). b) Being within 300 feet of such a place located on other premises. c) Being at any place where minors gather for regularly scheduled educational, recreational, or social programs.

Because Yates operates a full-time childcare center where minors regularly gather, any church member who learns that a registered sex offender is present on the premises must notify a minister immediately. A staff member shall then communicate with the offender and refer them to an alternative place of worship. Ministers shall handle these situations with compassion, upholding the church’s desire both to protect children and to extend pastoral care.

X. PERIODIC EMPLOYEE / VOLUNTEER REVIEW

All volunteers will complete a renewal application every three years, including authorization for an additional background check (Attachment 2).

XI. POLICY REVISION AND REVIEW

To ensure effective implementation of the Safe Sanctuary Policy and this Procedure Manual, the Deacons shall appoint and the church shall approve a review team each year. The team will evaluate:

Appropriateness and effectiveness of the policy
Extent of compliance across ministries
Need for updates or revisions

The team should include at least one representative from: Children’s Committee, Youth Advisory Committee, WEE Committee, Sonshine Ministry, Deacons, Personnel Committee, Finance Committee, and the congregation at large.

Any recommended revisions will be submitted to the Deacons for action according to the church bylaws.

XII. CHILDREN’S MINISTRY SPECIFIC PROCEDURES

A. Two-Person Rule

When children younger than 12 are present, two approved volunteers must be present — one in the room and one circulating the hallway.
A single volunteer may transport a group of children only in a multi-vehicle caravan where each vehicle carries multiple children and volunteers are aware of one another’s location.
One-on-one meetings with children under 12 for counsel or correction require prior parental consent.
Children must be supervised at all times on campus and during off-site events. They are never to be in offices or classrooms without adults.
Supervision before, between, and after scheduled services is the responsibility of parents or guardians.

B. Parent / Guardian Involvement

Parents and guardians are welcome to visit any service or program in which their child participates. However, those wishing to have ongoing contact or regular participation must complete the volunteer application and screening process described in Section III.

C. Sunday Check-In / Out

Infants through pre-K children must be checked in at the computer welcome station using KidCheck. The system assigns each child to the correct class and prints matching security labels: one for the child, one for the parent, and optional ones for personal belongings.

Children are not released to minor siblings without parental consent and must be released only to authorized persons presenting the pick-up tag.

D. Bathroom Procedures

A volunteer accompanies children to the restroom, ensuring the hallway and facility are safe. Volunteers remain outside with the door slightly ajar for visibility and privacy.

A volunteer may assist a child under six if needed, after notifying another volunteer. No volunteer may touch a child’s private areas except when changing a diaper or assisting with potty training.

E. Touching

Volunteers shall avoid any improper or unwelcome touching of children and remain sensitive to age-appropriate interaction.

F. Healthy Child / Communicable Disease Guidelines

Children with infectious diseases should remain home until they are no longer contagious. Any child exhibiting symptoms such as fever, diarrhea, open lesions or blisters (e.g., chicken pox), or persistent nasal discharge should not attend church activities.

Caregivers will use universal precautions (see Section G) when changing diapers, wiping noses, or handling blood spills.

Regular handwashing and use of antibacterial sanitizer are required for both children and caregivers.

Toys and equipment that were mouthed or soiled will be cleaned and disinfected after every session.

Volunteers may refuse or send home a child showing questionable symptoms. A child may not participate if any of the following exist:

– Fever (must be fever-free for 24 hours before return) – Vomiting or diarrhea – Symptoms of childhood diseases (scarlet fever, measles, mumps, chicken pox, whooping cough) – Common cold (onset through one week) – Sore throat or croup – Unexplained rash or skin infection (boils, ringworm, impetigo) – Pink eye or other eye infection – Persistent thick nasal discharge – Any communicable disease

Children who become ill during class will be kept at the nursery sign-in desk with a caregiver until parents can be contacted. Parents are encouraged to notify the Minister of Children if illness appears to have spread during a Yates event. Neither caregivers nor staff may administer medication.

Parents of children with special needs are encouraged to contact the Minister of Children in advance to discuss appropriate accommodations.

G. Universal Precautions

All human bodily fluids shall be treated as potentially infectious. This method protects both children and caregivers. Universal precautions are not an implication of infection but a safety standard to prevent any risk of contamination.

Key points:

Wash hands with soap before and after any contact with bodily fluids.
Always wear disposable gloves when dealing with bodily fluids.
Treat all soiled linens and clothing as potentially infectious.
Remove mouthed toys from play areas for separate washing.
Disinfect all rooms and surfaces after each session.

H. Handwashing Guidelines

Proper handwashing is the first defense against the spread of germs. Volunteers and children must wash hands:

Upon arrival to nursery or preschool class
Before handling food
After toileting or assisting with toileting or diapering
After any contact with bodily fluids
After cleaning contaminated areas

Hands should be washed with soap and water, dried with disposable towels, and the faucet turned off using the towel. Antibacterial wipes or gel may be used between handwashings.

I. Appropriate Discipline

Volunteers are responsible for maintaining a loving, respectful, and orderly atmosphere conducive to learning and play. Preparation and proactive direction help promote positive behavior.

Acceptable means of correction include verbal redirection, brief withdrawal of privileges, or short separation from the group when safety or focus is at stake.

Unacceptable methods include yelling, spanking, or hitting a child—even if parents authorize it. If behavior remains unmanageable, volunteers may contact parents through approved methods (e.g., KidCheck text).

J. Room Safety

Volunteers are responsible for ensuring the physical safety of their space.

Control exits to prevent children from leaving unattended.
Keep potentially dangerous objects (personal items, cleaning supplies, electrical cords, sharp tools) out of reach.
First aid kits must remain in accessible classroom locations.
Report hazards such as loose carpet, sharp furniture edges, peeling paint, broken toys, or unsafe flooring to the Minister of Children.
Use covered containers for trash.
Supervise children to encourage safe play and prevent injury.

K. Other Policies Not Explicitly Stated

Other operational or disciplinary policies are addressed in volunteer training materials. Volunteers must acknowledge receipt of these materials and agree to comply with them and this manual.

XIII. YOUTH MINISTRY SPECIFIC PROCEDURES

The Yates Youth Ministry seeks to disciple youth through mentoring, service, Bible study, fellowship, and other Christ-centered activities. The policies below ensure a safe and accountable environment for all participants.

A. Minimum Age of Volunteers and Age Differential

Youth ministry volunteers must be at least 20 years old.
Volunteers must be at least four years older than the oldest youth with whom they work.

B. Supervision of Youth

Two approved adults must be present at every function and in each classroom or enclosed area, including off-site programs.

Exceptions:

A single adult may supervise a small group if in an open, visible space with another adult serving as a floater between groups.
Ministers or designated volunteers may meet individually with youth for pastoral conversation only when not behind closed doors and within sight of others. If a safety concern arises, the minister will follow up with the parent or guardian.

Transportation: There will be one adult per vehicle when traveling in a caravan. Students may not ride with other students unless parents grant explicit permission.

Sleeping Arrangements: On overnight trips, adults and youth do not share the same room. Exceptions may occur only in large “bunk style” rooms where the entire group, separated by gender, stays together.

C. Touching

Volunteers shall avoid improper or unwelcome touching and maintain sensitivity to age and context in all interactions.

D. Communicable Disease Guidelines

Youth with infectious diseases should remain home until they are no longer contagious. Any youth with fever, diarrhea, open sores, blisters, or persistent nasal discharge should not attend.
Handwashing and use of sanitizer must be practiced regularly by both youth and volunteers.

E. Attic Safety

The youth “Attic” space must be kept safe and orderly.

First aid kits shall be available for volunteer use.
Report hazards (loose carpet, exposed nails, peeling paint, or other unsafe conditions) to the Minister of Students.

F. Parent Permission / Opt-Out Forms

The Youth Ministry uses social media, newsletters, and texting for communication with parents and students. Adults and volunteers may communicate with youth through these channels. Parents who wish to opt out of communication or photo use may complete Attachment 7 (Youth Opt-Out Form) and submit it to the Minister of Students.

G. Other Policies Not Explicitly Stated

Other youth-specific procedures—such as discipline, conduct expectations, or activity guidelines—are contained in the training materials provided to volunteers. All volunteers must acknowledge receipt of these materials and agree to comply with them and this manual.

XIV. SONSHINE CLASS POLICY AND PROCEDURE

Yates Baptist Church has ministered to adults with special needs through the Sonshine Class since the 1980s, offering spiritual growth, nourishment, participation in ministry, and fellowship opportunities.

These adults are always accompanied by trained, certified caregivers employed by Durham County Community Living Programs or similar agencies. Such organizations provide training, background checks, and certification for all employees. Other group homes provide comparably trained personnel.

Yates designates at least six volunteer leaders who plan and lead each week’s session. Training on these policies is provided before the Fall program begins and to any new volunteers who join during the year. The Minister of Adult Discipleship is responsible for recruiting Sonshine leadership, enforcing policies, and conducting training.

Sonshine Class members are adults and should be treated as adults. Corrective measures are undertaken with the involvement of their caregiver or group home leader.

Independent adults may move freely (e.g., to restrooms or to take calls).
Hired workers and leaders assist less independent adults as needed.
Responsibility for participant safety is shared between church leadership and caregivers, though primary responsibility (aside from facility safety) lies with the accompanying paid staff.
The class typically meets together in the Fellowship Hall.

Volunteer Guidelines

Volunteers must meet the requirements in Section III.
Volunteers must be at least 18 years old. Supervised teenage workers may assist occasionally.
Volunteers are not to accompany class members to restrooms except when requested by the class member’s professional caregiver due to a medical condition, and only when that caregiver remains present.
Two volunteers must be present at all times, including while Sonshine members wait for rides after events or worship.
Appropriate physical contact is limited to hands, elbow, or a one-armed hug to the shoulder. If a Sonshine member initiates extended or inappropriate touching, volunteers should address the matter with the caregiver present.
The responsible minister shall send this policy electronically to caregiver administrators before volunteer training. These administrators are responsible for reviewing the policy with caregivers.

XV. INTERFAITH HOSPITALITY NETWORK

Durham Interfaith Hospitality Network (IHN) serves homeless families by mobilizing Durham congregations to help them move toward stability and self-sufficiency.

Yates Baptist Church partners with IHN by providing overnight accommodations, meals, and transportation for participants on a rotating basis. During host weeks, Yates members serve as van drivers and overnight hosts, staying at the church from dinner until early morning.

Although adult IHN participants are responsible for supervising their own children, Yates hosts are often present around participant families. To ensure the safety and well-being of children and youth during IHN service weeks:

All dinner and overnight hosts must complete a Volunteer Background Check Form (Attachment 2) and consent to a criminal background check.
If screening or background checks reveal credible information that a candidate may pose a threat to children or youth, the Minister or IHN Coordinator will remove that person from consideration for service.

XVI. ATTACHMENTS

The following attachments accompany and implement the policies of this manual. Each attachment is maintained as a controlled document and may be revised or updated as necessary by the responsible ministers or committees.

Attachment 1 — Confidential Volunteer Application Form Includes sections for personal information, church involvement, experience with ministry groups, background disclosures, and two personal references.

Attachment 2 — Volunteer Background Check Form Authorizes Yates Baptist Church to obtain criminal history information through a private, independent agency and affirms the applicant’s consent for repeated checks as long as they remain an active volunteer.

Attachment 3 — Ministry Volunteer Reference Check Form Collects reference input on the applicant’s character, leadership, and ability to relate to children, youth, or vulnerable adults.

Attachment 4 — Safe Sanctuary Staff / Volunteer Checklist Documents the completion of application, reference checks, background checks, and training.

Attachment 5 — Safe Sanctuary Policy Acknowledgement Form Serves as the volunteer’s signed confirmation of having read, understood, and agreed to comply with the Safe Sanctuary Policy and this Procedure Manual.

Attachment 6 — Accident / Incident Report Form Used to document any accidents, incidents, or allegations of abuse or injury during church programs. Includes sections for description, witnesses, actions taken, and notifications made.

Attachment 7 — Youth Opt-Out Form Allows parents or guardians to decline permission for:

Use of their youth’s photographs in church publications or social media.
Direct communication with youth through social media, text messaging, or email.

Completed forms are maintained on file by the Minister of Students and may be updated by parents at any time.

Revision Statement

Revision Date: October 2013 Issued: November 2013

This manual supersedes all previous Safe Sanctuary Procedure Manuals of Yates Baptist Church. All volunteers and staff participating in ministries with children, youth, or vulnerable adults are expected to comply with its provisions as a condition of service.

ATTACHMENTS — SAFE SANCTUARY PROCEDURE MANUAL

(Rendered in plain Markdown for archival use and text-based completion)

Attachment 1 — Confidential Volunteer Application Form

This application must be completed by all applicants for any position involving the supervision of children, youth, or Sonshine adults in ministry at Yates Baptist Church. Submit the completed form to the responsible minister.

Personal Information

Field	Information
Full Name:
Street Address:
City / State / ZIP:
Day Phone:	_	Evening Phone:	_
Cell Phone:	_	Email:	_

Group(s) You Wish to Volunteer For

☐ Children ☐ Youth ☐ Sonshine Class

Church Information

Are you a member of Yates Baptist Church? ☐ Yes ☐ No If yes, how long have you been a member? _

If no, list your current church and any others attended in the last five years:

Church Name	Address	Phone	Dates of Attendance

Experience

Please identify any relevant volunteer or work experience with the group(s) selected:

Organization	Description of Work or Activity	Dates

Background Information

A separate Background Check Form (Attachment 2) must be completed.

1. Has a civil lawsuit or employment complaint ever been filed against you for child or sexual abuse? ☐ Yes ☐ No If yes, explain:

2. Have you ever been convicted of a crime related to child or sexual abuse? ☐ Yes ☐ No If yes, explain:

3. Have you ever left or been removed from a position due to allegations of child or sexual abuse? ☐ Yes ☐ No If yes, explain:

References

List two personal references (not relatives or former employers):

Name	City / State	Phone	Relationship

Signature

I affirm that the information provided is true and correct. I authorize Yates Baptist Church and the listed references to provide information regarding my character and ability to work with children, youth, or vulnerable adults.

Applicant Signature: Date: _

Attachment 2 — Volunteer Background Check Form

This form must be completed by anyone volunteering with children, youth, Sonshine adults, or IHN ministries.

Field	Information
Date:
Full Name:
Social Security #:	––	Date of Birth:
Current Address:
City / State / ZIP:
Day Phone:	_	Evening Phone:	_

If at current address less than 5 years, list previous address(es):

Previous Address	City / State / ZIP	Years at Address

I give permission to Yates Baptist Church (2819 Chapel Hill Road, Durham, NC 27707) to obtain my criminal history record. I understand this information will be used to determine my eligibility to volunteer and may be reviewed again while I remain active.

Signature: Date: _

Attachment 3 — Ministry Volunteer Reference Check Form

Applicant Name:
Reference Name:
Address:
Phone:

Questions for Reference:

What is your relationship to the applicant? _
How long have you known the applicant?
How well do you know them? _
Describe the applicant’s character: _
Describe their ability to relate to children/youth/vulnerable adults:
How would you assess their leadership abilities? _
Would you feel comfortable having this person work with your child/youth? ☐ Yes ☐ No
Do you know of any characteristics or actions that would negatively affect their ability to work with vulnerable persons? ☐ Yes ☐ No Explain: _
Are you aware of any criminal convictions? ☐ Yes ☐ No If yes, describe: _
Additional comments: _

Reference Interview Completed By: Minister Conducting Interview: Date:

Attachment 4 — Safe Sanctuary Staff / Volunteer Checklist

Task	Yes	No
Application Completed	☐	☐
References Checked	☐	☐
Background Check Completed	☐	☐
Volunteer Recommended	☐	☐
Safe Sanctuary Training Completed	☐	☐

Minister Completing This Form: Date:

Attachment 5 — Safe Sanctuary Policy Acknowledgement Form

I, , acknowledge that I have received, read, and understand the Yates Baptist Church Safe Sanctuary Policy and Procedure Manual. I agree to abide by and comply with the standards and guidelines set forth therein.

Volunteer Signature: Date: Minister Signature: Date: _

Attachment 6 — Accident / Incident Report Form

Report Type: ☐ Accident ☐ Incident

Field	Information
Date:	_	Time:	_
Name of Individual Involved:	_
Location of Incident:	_
Parent / Guardian:	_

Witnesses:

Name	Phone

Description of Accident / Incident:

Actions Taken:

Parents Notified: ☐ Yes Date Time ☐ No Explain: Minister Notified: ☐ Yes Date Time ☐ No Explain:

Report Completed By: Signature: Date:

Attachment 7 — Youth Opt-Out Form

Youth Information

Field	Information
Youth Name:
Parent / Guardian Name(s):

Photo Opt-Out

Yates Baptist Church (YBC) Youth Ministries takes photographs of events and may use them in newsletters, social media, or church publications. If you do not wish for your youth’s photos to be used, please check below:

☐ I do not grant permission for YBC to use my youth’s image in any publication or social media.

Communication Opt-Out

YBC Youth Ministries communicates with youth via social media, text, and email for event reminders, care, and fellowship. If you do not wish for such contact to occur, check below:

☐ I do not grant permission for YBC to contact my youth via social media, text, or email.

Parent / Guardian Signature: Date: _

Note: This form remains on file with the Minister of Students and may be updated at any time.

End of Attachments Section

End of Yates Baptist Church Safe Sanctuary Procedure Manual (2013 Revision)