Guidelines for Working With Vulnerable Persons (Selections from document of same title, used with permission from the Incorporated Synod of the Diocese of Niagara)

While these guidelines need to be read and understood by all who minister to vulnerable groups within our Church, it is recognized that it is impossible to make recommendations for all possible situations and circumstances. Cultural differences, as well as differences in local custom and resources, exist throughout our Diocese. Therefore, we primarily rely on the discretion and good judgment of our clergy and volunteer lay ministers to avoid compromising situations.

Additionally, it is recognized that The Church is an ever-evolving, dynamic organization, whose culture is in a constant state of change. Guidelines that may have appeared appropriate in the past could potentially be seen as outdated or out of touch with current realities. Likewise, these guidelines may cease to be completely appropriate at a future date. It is recognized, therefore, that these guidelines will need to be reviewed and updated on a periodic basis in order that they reflect the up to date standards that The Church wishes to uphold.

The term "vulnerable people" refers not only to people who are typically recognized as vulnerable such as children, youth, some of the elderly, those coming from an abusive relationship, hospital patients, and the mentally and physically disabled, but also to those otherwise healthy adults who become vulnerable because of recent life experiences. These circumstances include, but are not limited to, those who are grieving because of the death of a loved one, those experiencing job loss, or career difficulties, those living with separation, divorce, or marital discord, those living through financial difficulties, those facing illness in themselves or others, and those facing other uncertainties. It is important to recognize that all of us are vulnerable to varying degrees at different stages in our lives.

Those who purposely abuse others seek out private places where they can be alone with their victim. They want their actions to remain secret and do not discuss them with others. They encourage their victim to maintain a veil of secrecy and may attempt to limit their contact with others. Keeping this in mind, it is important to avoid situations involving extreme privacy and/or secrecy, wherever possible. The following two principles are fundamental when ministering to vulnerable groups:

1. As much as possible, ministry should be performed in public places, open to inspection from others.

2. People should not minister in isolation. They should be supervised and supported in their ministry. When working in isolation, judgement can become skewed, boundaries may be crossed, and abuse may occur.

While the principles noted above and the general guidelines noted below should be followed whenever possible, circumstances will arise in a church environment where these principles and guidelines cannot be met. It is likely that there will be times when people will request private, confidential pastoral care in closed settings, and that there will be times where individual in-home visits are necessary. These types of ministries should continue and not be discouraged, however, the people involved need to be aware of the inherent risks in these situations and minimize the chance of ending up in a compromising situation.

General Guidelines:

1. It is preferable to meet with a group rather than be alone with an individual.

2. It is preferable to have more than one adult present when working with vulnerable people (if the other adult cannot be in the same room, it is best to have them close by in the same building).

3. It is preferable to meet in an open, public space rather than a closed, private space. A church hall is better than a secluded room, a church office is better than a person’s home, a living room is better than a bedroom.

4. When meeting, an open door is better than a closed door; a door with a window is better than a solid door.

5. It is always wise to make others aware of your activities and your whereabouts.

6. It is best to schedule regular meetings with a supervisor to discuss the ongoing nature and actions of the ministry.

Because children are naturally trusting and readily place their faith in those adults who care for them, and because they often do not necessarily have the skills, knowledge, or experience to distinguish between appropriate behaviour and inappropriate behaviour in the adults who care for them, they are particularly vulnerable to abuse. The following guidelines address some of the special considerations that need to be undertaken when working with children and youth.

1. Children should be supervised at all times. When Church School is over, children should be escorted to meet their parents or remain under supervision in the classroom until they are picked up. Parishes with large numbers of children in the Nursery or Church School should consider a more formalized sign in and out procedure, particularly where visitors or infrequent attendees may not be known to the staff.

2. Children should be supervised by adults or responsible teenagers. While all Church School teachers need a supervisor to whom they can regularly report, teens should have the opportunity to check-in with a responsible adult before or after each lesson. While it is not necessary that an adult be present in every classroom, at least one clearly identified adult should be readily available each Sunday to handle any emergencies or extraordinary situations that may arise.

3. Whenever possible, it is best to have at least two leaders supervising a group of children. Unfortunately for many parishes, recruiting Church School Teachers is difficult. In order that a single teacher not be alone with a group of children, it may be possible to set up a schedule whereby parents take turns assisting the teacher each week. Another possibility is to designate one person to roam among all the classrooms each week, checking on each class, and supplying assistance when and where necessary.

4. Ontario Daycare Guidelines suggest a leader to child ration of 1:5 for infants and toddlers (under 2 and a half years old), 1:8 for older preschool children (2 and a half to 6 years old), and 1:10 for school age children (over 6 years old). Churches are not bound by these ratios , however, where leader to child ratios consistently exceed the suggested numbers, an individual parish should attempt to recruit more Church School Teachers. The strategies mentioned above may prove useful when recruiting additional help.

5. It is best that Church School Classes and Youth Group Meetings take place in public spaces. The church is better than a private home; a church hall is better than a secluded room. An open door is better than a closed door; a door with a window is better than a solid door.

6. Special events or field trips off church premises should be pre-approved by church leadership. Parents should be notified well in advance of the outing and written parental approval should be obtained. At least two adults should be available to supervise the event and leaders of both genders should be available if working with a co-ed group.

7. If an event requires that a leader drive children or youth, the leader must hold a valid driver’s license and insurance. Seat belts must be available for all passengers. When driving young children, approved child restraints or car seats must be available as required by law. Leaders must not have any alcohol or drugs in their system when driving. Leaders should avoid being alone with a single child in the car unless under extreme circumstances, such as driving a child home in an emergency.

8. Church School Teachers and Youth Workers should avoid one on one interaction with children and youth. If a child or adolescent requests to speak privately with an adult, it should be done out of earshot but within view of another adult. It is inappropriate for a Church School Teacher or Youth Worker to suggest a meeting with an individual child outside of regular group activities.

9. Encourage parents of young children to take them to the washroom before Church School. If a child needs to use the washroom during Church School, he or she should be escorted by an adult. It is best if the adult remain outside the washroom with the door open. An adult should not enter a cubicle with a child and close the door.

10. In general, physical contact should occur only at the child’s initiation or with the child’s permission. All physical contact with children or youth must be of a non-sexual nature and appropriate to the situation.

Appropriate contact includes:

Inappropriate contact includes:

11. Physical or verbal attacks should not be used to discipline children. Gentle physical restraint is appropriate only if a child is in danger of causing damage or injuring himself, herself, or others.

12. Sexual contact of any type with a child or youth is always inappropriate regardless of who initiates it. If a youth initiates inappropriate physical or sexual contact with a leader, it is the responsibility of the leader to stop such physical contact, explain the necessary boundaries to the youth, then re-establish and maintain the appropriate boundaries. Any interaction in which a boundary may have been crossed should be documented and reported to a supervisor. Note that it is far less likely that inappropriate physical or sexual contact will occur when others are present. To avoid any inappropriate contact, or allegations of inappropriate contact, leaders must try to avoid being alone with a child or youth at all times.

13. Jokes, innuendoes, or compliments of a sexual nature are inappropriate and should be avoided. Be cautious when children or youth are asking questions or seeking advice around topics of a sexual nature. In general, don’t say or do anything you wouldn’t want to see reported in the newspaper or on TV. Don’t say or do anything that you wouldn’t want your family to find out about, and don’t say or do anything that you wouldn’t want the participant’s family to find out about.

14. In overnight situations, no adult/leader should sleep in the same space as a participant. Sleeping and changing areas should be segregated by gender. Leaders and participants should change in separate areas so that no one is ever naked in the presence of the other.

15. There may be times when a Church School or Youth Group Leader suspects that a child has been a victim of parental abuse or neglect, or is at risk of being subject to abuse or neglect, or where a child or youth discloses such abuse to the leader. In these situations, the leader is required by law to report the case to the Children’s Aid Society (CAS). This requirement cannot be delegated to anyone else, the person who becomes aware of abuse or neglect , or who suspects that the risk for abuse or neglect is present must call the CAS.

If a child discloses neglect or abuse the following steps should be followed:

A. Believe in the child and take his or her disclosure seriously.

B. Listen openly and calmly to the child, but do not ask leading questions.

C. Reassure the child that you will do your best to get the right kind of help.

D. Record the facts. Write down the child’s name, address, telephone number, the time and place of the conversation, and what the child told you in his or her own words.

E. Report the disclosure to the Children’s Aid Society.

F. Tell your supervisor and rector that you have made such a disclosure to the CAS. This helps them to prepare for potential repercussions from the report.

People in a hospital or nursing home may be in unfamiliar surroundings. They may be experiencing considerable pain, uncertainty, or fear over their condition. They may be under the affect of anesthesia or other medication. As such, people in these situations become more vulnerable because they may not be completely themselves. Additional care must be taken when ministering to them, as outlined below:

1. Upon arrival at the hospital or nursing home, check with a nurse or attendant to determine if the person is able to receive visitors and to make them aware of your presence.

2. Make yourself aware of institutional rules and procedures and follow them closely. For example, some hospitals may require the use of security badges for regular visitors. Some areas of the hospital may have strict hand washing or other policies in place.

3. If you are a regular hospital visitor and your hospital has an on-site chaplain, make yourself known to this person. Use this person as a resource when appropriate. The hospital chaplain will be aware of any procedures or issues specific to his or her hospital.

4. Be prepared to listen to the situation or diagnosis with the individual you are visiting, but refrain from giving opinions or advice.

5. Be prepared to meet with friends or family members who may be visiting at the same time as you are. Keep in mind that these people may or may not hold the same religious beliefs as the person you are visiting.

6. Discussions with a patient, their family, or friends should be held in strict confidence. Visitors must treat all information and communication obtained while visiting as strictly confidential and should not disclose them to anyone except where required by law or where given written consent by the individual(s) involved. When discussing the details of a particular situation with a supervisor, the identity of the people involved must be protected.

7. If a nurse or doctor comes to engage the patient in discussion or treatment, excuse yourself to a waiting area until the conversation is finished, unless specifically requested to remain by the patient or the health care professional.

8. If a patient requires assistance to use the washroom, or to get out of bed, seek the help of a nurse or orderly, do not attempt to help the person on your own.

9. Do not take the person away from the hospital or nursing home for a walk or in your car unless specifically arranged in advance as part of the visit and approved, in advance, both by your supervisor and the appropriate authorities at the nursing home or hospital. If driving a person to appointments or errands is part of the stated ministry, drivers must hold a valid driver’s license and insurance. Seat belts must be available for all passengers. Drivers must not have any alcohol or drugs in their system when driving. If possible, driving ministries should be team ministries to avoid being alone in a car with a vulnerable person.

There are a wide variety of reasons and circumstances that make meeting people in their own homes a necessary part of the Church’s ministry. When visiting shut-ins, preparing people for baptism, welcoming newcomers, conducting stewardship or planned giving campaigns, or responding to pastoral crisis, it is often necessary and desirable to go to someone’s home.

However, visiting people in their own homes presents it’s own set of challenges. Homes, by their nature, are private environments. Because a person tends to be more comfortable and relaxed in his or her own environment, this increased degree of relaxation may, in fact, make him or her more vulnerable. Also, because the person being visited is better able to control the situation in his or her own environment, he or she may hold a higher degree of power than the visitor. Visitors should be aware that they are potential victims of abuse when visiting someone’s home and should take the necessary steps to protect themselves.

The following guidelines are meant to protect both parties in these situations – the visitor and the visited.

1. Always arrange the visit in advance. Establish a starting time and approximate ending time, as well as a clear purpose for the visit so that the individual knows exactly what to expect.

2. Make another person (secretary, spouse, colleague) aware of where you are going and when you can be expected to return.

3. Be respectful of other people’s time and do not overstay your welcome. When visiting a shut-in or someone who is ill, be particularly conscious of how they are feeling and avoid over-tiring them.

4. Keep the pastoral purpose of your visit in mind at all times. Do not attempt to unduly persuade or influence the person, particularly if he or she seems confused. Avoid offering advice about medication or medical treatment, and avoid arguing with, or agitating the person you are visiting.

5. Stay in the most pubic areas of the home – the living room, family room, or kitchen. Avoid entering people’s bedroom unless a 3^rd party is present in the home.

6. Choose a seat at a comfortable distance from the person you’re talking to, avoid sitting next to them on a couch or sofa. Do not invite or initiate any unwanted or inappropriate physical contact.

7. Visitors should never engage in any form of sexual impropriety with those whom they are visiting. Sexual impropriety includes but is not limited to, all forms of overt or covert seductive speech, gestures and behaviours as well as explicitly sexual contact.

8. Do not agree to meet anyone in his or her own home if you sense your own personal safety may be compromised, or if you feel that there is the potential that a boundary may be crossed. If a person whom you don’t know well asks for a meeting and you are at all suspicious, arrange to meet him or her at church offices, a coffee shop, or a local restaurant until you know him or her better.

9. When first arriving at a person’s home, assess the situation for anything that may be out of the ordinary. Do not continue if the person is inappropriately dressed, under the influence of alcohol or drugs, or if a person or animal acts in a threatening or aggressive manner and is not properly restrained.

10. If the person acts strangely, says or does things that make you feel unsafe or uncomfortable, or initiates inappropriate physical contact, tell them to stop, then, re-establish and maintain appropriate boundaries. If the behaviour continues, excuse yourself, document what happened, and report it to your supervisor. Do not stay in a potentially dangerous or compromising situation!

11. Do not take the person away from the home for a walk or in your car unless specifically arranged in advance as part of the visit and approved, in advance, by your supervisor. If driving a person to appointments or errands is part of the stated ministry, drivers must hold a valid driver’s license and insurance. Seat belts must be available for all passengers. Drivers must not have any alcohol or drugs in their system when driving. If possible, driving ministries should be team ministries to avoid being alone in a car with a vulnerable person.

12. Visitors must treat all information and communication obtained while visiting as strictly confidential and should not disclose them to anyone except where required by law or where given written consent by the individual(s) involved. When discussing the details of a particular situation with a supervisor, the identity of the people involved must be protected.

13. Except where the stated purpose of the visit is stewardship or planned giving, it is best not to accept gifts or donations when making in-home visits. Encourage the person to make his or her donation using the offering plate or by mailing it directly to the church. If the person insists on giving you something while you are there, provide a written receipt. Explain that the church will issue an official receipt at the appropriate time.

14. Donors should seek independent financial and legal counsel before making any significant contributions to The Church. People should also be encouraged to speak with their family before making significant contributions in order to avoid allegations of undue influence or abuse of trust.

15. Be aware of signs that a person may not be caring for him or herself as he or she should and may require additional community resources to assist him or her. Signs of personal neglect include but are not limited to: a decrease in personal hygiene, wearing the same clothes all the time, particularly if they are stained or soiled, and periods of confusion, disorientation, or loss of memory.

16. If you become concerned about the well being of a person whom you are visiting, speak to your supervisor about trying to initiate contact with a family member in order to discuss the situation and recommend possible courses of action.

©2002 Diocese of Algoma

June 13, 2002