Everyone who visits, works, or worships at the Unitarian Universalists of the Cumberland Valley (UUCV) is entitled to a safe atmosphere free from physical, emotional, or sexual abuse or harassment, and free from physical hazards.

A main purpose of this policy is to prevent and protect UUCV children and youth from physical harm, harassment and sexual abuse when participating in all UUCV activities and events including RE activities, multi-gen activities, social hour, and congregational activities.

We appreciate the dedicated work of the Safe Congregation Response Team, UUCV Ministers, DLFD, and RE Committee who assisted in the creation of an extensive Safe Congregation Policy. In addition, we thank the external sources whose policies and intellectual works we drew upon including the UUA Safety/Abuse Clearing House Packet, UUA Website, and other UU church publicized Safe Congregation policies including the First Unitarian Church of Pittsburgh.

It is critical that all UUCV ministers, board members, paid staff, congregation members or friends, RE teachers and volunteers understand and comply with these guidelines to help ensure a safe physical environment and prevent sexual abuse against children. This policy establishes the guidelines and procedures for protection and prevention and was designed to:

Improve the safety of children in UUCV RE program and other church activities by defining the policy and procedure regarding the appropriate behavior with the children and youth
Provide a safe physical environment for all children by ensuring all applicable building and evacuation safety procedures are in place and enforced
Implement prevention steps that reduce the likelihood that allegations (true or false) will be made against church staff and volunteers

Safe Congregation Policy Components:

Part 1 – this policy covers the protection of our children.
Part 2 – reference to review policy for protecting our UUCV staff and adults
Part 3 – reference to find out how to report abuse, harassment, disruptive behavior, or other policy violation
Part 4 – reference information on SCRT team and how complaints are handled and evaluated.
Appendix 1 – Glossary of Terms
Additional Policies and Documents of Reference:
- UUCV Covenant
- Mandated Reporter Handout
- Behavior Policy
- SCRT Team Confidentiality Agreement
- Limited Access Agreement Template
- Evacuation Plan for Emergencies
- Active Shooter/Armed Intruder Plan
- Child Abuse Resources
- Policy Update History

Policy Applies to:

The Safe Congregation policy applies to all UUCV ministers, paid staff (full time and part time), all congregational members or friends, RE teachers/volunteers, and any member of the public that enters the UUCV premises. The Safe Congregation Response Team is responsible for creating, implementing, and updating this policy.

It is the responsibility of the entire congregation, in partnership with RE parents and guardians, to create and maintain a safe environment for children and youth at UUCV.

Safety and Protection in the Church Building

Building Safety Requirements

First aid kits and fire extinguishers shall be always readily available at the church building.
First aid kits and fire extinguishers will be checked every 6 months for compliance by Building and Grounds.
Emergency Plans

The Safe Congregation Response Team developed and will maintain a fire and building emergency plan.
The Safe Congregation Response Team will develop and maintain an Active Shooter/Armed Intruder Plan and implement training of staff and volunteers.
An annual fire drill will be conducted during a Sunday service.
Evacuation plans shall be posted by each building exit and within each classroom. As well as, provided to the Hall Monitor and Board Member of the Day each Sunday.
Emergency plans will be available on the UUCV website under the Safe Congregation Response Team area.

Staff and volunteers will be informed of the location of first aid kits and fire extinguishers.
The Safe Congregation Policy will be available to the ministers, all paid staff, board members, congregation members and friends, RE Teachers/Volunteers and RE families.
Teachers will be trained on procedures required for drills and emergencies.
Teachers will be required to work with children in RE classes on safety procedures.

Protecting our Children and Youth

A main purpose of this policy is to prevent and protect UUCV children and youth from physical harm, harassment and sexual abuse when participating in RE and multi-gen activities at UUCV.

Required Screening for All UUCV RE Volunteers

All Religious Education (RE) volunteers who work with children or youth under the age of 18 will be subject to all state-mandated background checks including the following:
1. Pennsylvania Child Abuse Clearance
2. Pennsylvania Criminal Record Check
3. if they have not lived in PA for the preceding ten years, an FBI fingerprint clearance. These individuals will have repeated FBI fingerprint checks done, as required until they meet the ten-year residency rule.

OR Pennsylvania Residency Statement form signed

All RE volunteer who work with children or youth must complete, understand, and follow all UUCV forms and policies:
1. RE volunteers must complete and sign the UUCV Application Form prior to volunteering.
2. RE volunteers must always review and abide by the UUCV covenant (reference the UUCV covenant).
3. RE volunteers must always review and abide by all aspects of the Safe Congregation Policy.
All RE volunteers are mandated reporters of child abuse under Pennsylvania law, regardless of the nature or frequency of volunteering. All RE volunteers will be provided the Mandated Reporter Information (reference the Mandated Reporter Handout) and are responsible for understanding the mandated reporter requirement. It is recommended but not required that the RE volunteers complete the free PA mandated reporter training and get certified.
RE Volunteers will have been an active participant at UUCV for at least six months before volunteering in RE activities. Active participants are church members or contributing friends who are involved with church committees, activities, and/or events.
Volunteers who do not pass these clearances and submit signed paperwork will not be able to work with children.
A Volunteer who has been convicted of, is under current indictment for, or self-discloses any act of sexual misconduct involving a child OR of child abuse are precluded from volunteering with the RE program. Reference the Limited Access Agreement for further clarification.

Training of RE Volunteers

RE Training will include instruction on sexual abuse prevention.
RE training is usually held annually for RE volunteers:
1. If all current volunteers have attended a training in past years and the same policies and procedures apply, the previous training will apply to the current RE year.
2. Any RE training that a volunteer receives in the current RE year or any previous year applies to their involvement as an RE volunteer and must be followed.
All people who volunteer with children and youth under the age of 18 recognized that they are bound by the behavioral Covenant of the church.
Information for children on child sexual abuse prevention will be included in all OWL classes. OWL class for children, youth, and/or adults will be offered based on congregational needs.

Supervision of all UUCV RE Activities

RE Activities within the UUCV Building

For Spirit Play there will be two cleared, adult RE volunteers responsible for the RE spirit play classroom – 1) the Lead Teacher (the storyteller) and 2) the Assistant Teacher.
1. Both the Lead Teacher and Assistant teacher must remain in the classroom from the start of Spirit Play until the last child has been picked up by the parents or guardians.
For the Middles and Youth there will be two cleared adults RE Volunteers responsible for each RE youth and Middles classroom – 1) the RE Middles or Youth Teacher and 2) the hall monitor.
1. At least one adult teacher will be always in all RE middles and youth classrooms during RE activities.
2. In addition, the hall monitor will continuously observe the RE middles and youth classrooms from the hallway as the second responsible adult. All classrooms have windows for observation.
The RE volunteer teacher(s) must always remain in the classroom to maintain the correct number of adults supervising the children or youth.
1. If a RE volunteer teacher must use the restroom during RE classes, they will open the classroom door, request the hall monitor stand in the doorway, and immediately return to the classroom after using the restroom.
2. At no time during RE activities for which you are responsible for supervising and the activity is in session with children or youth participating should you leave the building.
When only one adult is alone in a room with a group of children at UUCV, the window coverings will be open. The DLFD or hall monitor will continuously monitor the classroom from the hallway. Corporal punishment (any punishment in which physical force is used and intended to cause some degree of pain or discomfort) or abusive language will not be used under any circumstance.
Respect others boundaries and their right to express them (i.e., only children can initiate a hug but an adult has the right to express their boundary of not preferring hug).
The building will not be open to children or youth for any RE activity until two cleared adults RE volunteers are present and on duty.
The Director of Lifespan Faith Development (DLFD) or a hall monitor will rotate through classes on Sunday mornings and is responsible to continuously monitor all classrooms from the hallway.
Parents and guardians of children and youth are responsible for supervising their children before and after RE Activities while in the UUCV building.
Parents and guardians of preschool through Middles (6th grade) children must pick up their children at 11:45 am or promptly after the formal church service ends if later than 11:45 to sign out their child. The Youth may be dismissed independently to return to their parents and guardians during social hour.
Parents and guardians of Nursery age children must sign in and out of the room with the Nursery caregiver.
Any Youth or Middles events that are not standard RE Sunday morning classes (except for transportation – see transportation policy below) such as sleep over, OWL classes, social action event, or community events, etc. must have a minimum of two cleared RE adult volunteer supervisors.

Outside Events and Transportation

Parents and guardians of minor children must supervise their children at all church outings that do not schedule RE activities with RE Volunteers present.
All drivers to RE activities attended by the Middles or Youth must provide copies of driver’s licenses and insurance.
If transporting children off-site, chaperones must have permission slips and medical release forms for each child.
Leaders must have a list of names, emergency contacts, and medical conditions with them always.
Every driver of any vehicle used to transport children or youth must have proof of auto insurance.
Every person in the vehicle must always wear a seatbelt.
All RE children attending an outside UUCV event must have a signed parental consent form. One cleared, adult RE Volunteer will be in every vehicle that transports minors.
There must be at least two minors in any vehicle driven by an adult RE Volunteer unless the adult RE Volunteer is driving only their own child.

Mandated Reporter when a Child Reports Abuse

Abuse, neglect, or violence may be self-reported by a child or may be suspected of the child’s behavior or physical signs. If this should occur, teachers, volunteers, or other adults in our community should bring their concerns to the Safe Congregation Response Team, the Minister, or DFLD immediately.

Children most often disclose abuse to trusted adults. A child may not always understand that the abuse is abnormal and disclose it during the story, activity, or discussion about something completely unrelated especially with very young children. But often a child knows that abuse is abnormal. The child often feels shame around the abuse, feels they somehow caused or is to blame for the abuse. It is critical to make the child feel safe to disclose the abuse.
While it is critical to have concerns brought to the DFLD, Minister, or a member of the Safety Congregation Response Team immediately following the event, a RE teacher/volunteer must first focus on the child revealing abuse is to listen carefully. The teacher or adult must provide a safe setting and accept the child’s story. Do not dispute the story, point out inconsistencies, or point out how unlikely it seems, but always affirm the importance of a child telling their story.
Each RE volunteer teacher will be provided with Mandated Reporter Instructions and Handout (reference the Mandated Reporter Handout).

UUCV Safe Congregation Policy

Part 2: Protecting Our Adults

Current Committee Members

Primajoy Ramalingam [email protected] Committee Chair

Gail Black [email protected] Board Representative

Melissa Mattson [email protected] Committee Member

To report a complaint:

https://docs.google.com/forms/d/e/1FAIpQLScnVwRH7dQ4aJVVJu46uqzXUL2z1IhvOedmIj3F9LKajvf3fw/viewform

Table of Contents

Policy Purpose: 2

Safe Congregation Policy Components: 2

Policy Applies to: 3

Safety and Protection in the Church Building 3

Building Safety Requirements 3

Protecting UUCV Paid Staff and Ministers 4

Employee Handbook 4

Hiring Safe Congregation Policies 4

Protecting our Congregation (UUCV Adults) 5

Sexual Harassment Policy 5

Harassment Policy 6

Violence Policy 6

Policy Purpose:

This policy’s purpose is to prevent and protect UUCV paid staff, congregational adult members and friends from any type of harassment.

Improve the safety of our congregation by defining the safe congregation policy regarding appropriate behavior in how we relate with one another
Improve the safety of our minister and paid employees by defining the clear safe congregation and employee policy and procedures that apply
Implement prevention steps that reduce the likelihood that allegations (true or false) will be made against church staff and volunteers

Safe Congregation Policy Components:

Part 1 – this policy covers the protection of our children.
Part 2 – reference to review policy for protecting our UUCV staff and adults
Part 3 – reference to find out how to report abuse, harassment, disruptive behavior, or other policy violation
Part 4 – reference information on SCRT team and how complaints are handled and evaluated.
Appendix 1 – Glossary of Terms
Additional Policies and Documents of Reference:
- UUCV Covenant
- Mandated Reporter Handout
- Behavior Policy
- SCRT Team Confidentiality Agreement
- Limited Access Agreement Template
- Evacuation Plan for Emergencies
- Active Shooter/Armed Intruder Plan
- Child Abuse Resources
- Policy Update History

Policy Applies to:

Safety and Protection in the Church Building

Building Safety Requirements

First aid kits and fire extinguishers shall be always readily available at the church building.
First aid kits and fire extinguishers will be checked every 6 months for compliance by Building and Grounds.
Emergency Plans

The Safe Congregation Response Team developed and will maintain a fire and building emergency plan.
The Safe Congregation Response Team will develop and maintain an Active Shooter/Armed Intruder Plan and implement training of staff and volunteers.
An annual fire drill will be conducted during a Sunday service.
Evacuation plans shall be posted by each building exit and within each classroom. As well as, provided to the Hall Monitor and Board Member of the Day each Sunday.
Emergency plans will be available on the UUCV website under the Safe Congregation Response Team area.

Staff and volunteers will be informed of the location of first aid kits and fire extinguishers.
The Safe Congregation Policy will be available to the ministers, all paid staff, board members, congregation members and friends, RE Teachers/Volunteers and RE families.

Protecting UUCV Paid Staff and Ministers

Employee Handbook

The employee handbook maintained by the UUCV Personnel Committee dictates all the terms and conditions that must be always followed by all UUCV paid staff (full time or part time). The Employee handbook outlines all employment policies and procedures, as well as clearly defines that harassment of any kind (sexual, racial, gender identify, sexual identify, etc.) will not be tolerated and can result in termination. In addition, it identifies how such issues will be handled should they arise, which may involve the Safe Congregation Policy. Reference the Employee handbook for the full policy and procedure that governs the employment of paid staff. In addition, the following applies:

Hiring Safe Congregation Policies

The following policies will the applied during all hiring of UUCV ministers or paid employees:

Pennsylvania background checks will be completed on all staff and members of the Safe Congregation Response Team (SCRT). All new staff hires will be subject to all state-mandated background checks. This will be the responsibility of the Church Administrator. Offers of employment will be contingent on clean reports about sexual offenses.
All staff members will repeat these background checks every 4 years during continued employment.
All employees are responsible for disclosing any new charges brought against them during their period of employment to the Senior Minister. The Senior Minister is responsible for disclosing such charges to the President of the Board.
Any criminal charges or investigations involving employees are covered separately in the Employee Manual.
An Employee Manual will be provided to all UUCV ministers and paid staff (full time or part time) and confirmation of receipt will be recorded.

Protecting our Congregation (UUCV Adults)

The purpose of this section is to outline that our interactions as a congregation during Sunday service, coffee hour, social events, committee work, community outreach, and social action work, etc. should always be with our UU principles in mind. UUCV strives to make sure there is an environment free of sexual harassment, harassment due to race, sexual orientation, gender identify, disability, etc. and violence of any kind for all UUCV community members.

The Safe Congregation Policy will be available to all participants in our UUCV community by posting on the web site. All specific policies shall be available at the church office.

New members of the church will be notified of where they can review the Safe Congregation Policy.

Sexual Harassment Policy

This policy relates to sexual harassment adults at UUCV This policy applies people of the same gender as well as opposite genders. Sexual harassment is not permitted at UUCV and should be reported to the Safe Congregation Response Team.

Sexual harassment is defined as the harassment of a sexual nature that includes unwelcome sexual advances, requests for sexual favors, and other verbal or physical harassment of a sexual nature. Some examples of conduct which may constitute sexual harassment, depending on the circumstances, include but are not limited to, the following:

unwanted sexual advances
offering employment benefits in exchange for sexual favors
making or threatening reprisals after a negative response to sexual advances
repeated and unwelcome suggestions regarding, or invitations to, social engagements or events,
any indication, expressed or implied, that any aspect of employment conditions, depends or may depend on the granting of sexual favors or on a willingness to accept or tolerate conduct or communication of a sexual nature,
unwelcome or coerced physical proximity or physical contact, which is of a sexual nature or sexually motivated,
visual conduct that includes leering, making sexual gestures, or displaying of sexually suggestive objects or pictures, cartoons, or posters,
verbal conduct that includes making or using derogatory comments, epithets, slurs, or jokes,
physical conduct that includes touching, assaulting, or impeding or blocking movements
the deliberate use of offensive or demeaning terms which have a sexual connotation, or
inappropriate remarks of a sexual nature.

Harassment Policy

UUCV is committed to providing a community that is free from all forms of discrimination and conduct that can be considered or perceived to be harassing, coercive, or disruptive, including sexual harassment. Actions, words, jokes, or comments based on an individual’s sex, race, color, national origin, age, religion, disability, sexual orientation, gender identity or any other legally protected characteristic will not be tolerated and should be reported to the Safe Congregation Response Team.

Harassment of a non-sexual nature is any conduct that shows hostility or an aversion toward an individual because of their age, ancestry, color, domestic partner status, gender identity and/or expression, HIV status, marital status, medical condition, national origin, physical or mental disability, race, religion, sex, sexual orientation, veteran status. Some examples of conduct which may constitute harassment include but are not limited to, the following:

epithets or slurs,
any use of racist, sexist, transphobic harassment of a verbal or visual nature,
LGBTQIA+ harassment of a verbal or visual nature,
refusing to use a non-binary or trans persons correct name or pronouns,
microaggressions (such as refusing to use correct pronouns, use of phrases with racial overtones, etc.)
threatening or intimidating acts,
written or graphic material, or
written, verbal or physical acts that purport to be jokes or pranks

Violence Policy

Violence (Verbal or Physical) is conduct that threatens, intimidates, or coerces another person associated with UUCV (minister, paid staff, board member, congregational member or friend, or RE teacher/volunteer at any time, including off-duty periods, and will not be tolerated.

Anyone who verbally or physically threatens another, exhibits threatening behavior, or engages in violent acts on church property may be removed and will remain off church property pending the outcome of an investigation by the Safe Congregation Response Team.

Safe Congregation Policy

Part 3: Reporting Abuse, Harassment, or Disruptive Behavior

Current Committee Members

Primajoy Ramalingam [email protected] Committee Chair

Gail Black [email protected] Board Representative

Melissa Mattson [email protected] Committee Member

To report a complaint:

https://docs.google.com/forms/d/e/1FAIpQLScnVwRH7dQ4aJVVJu46uqzXUL2z1IhvOedmIj3F9LKajvf3fw/viewform

Table of Contents

Policy Purpose: 2

Safe Congregation Policy Components: 2

Policy Applies to: 2

Reporting Abuse, Harassment, or Disruptive Behavior 3

Electronic Form for Reporting to SCRT 3

Reporting Abuse of Children or Youth 3

What to do when you Suspect Abuse 3

Involvement of the PA Department of Public Welfare 4

Leave of Absence or Restrictions with Children and Youth During Investigation and Decision 4

Reporting Abuse, Harassment, or Disruptive Behavior of Our Adult Community Members 5

Confidentiality 5

Other Inappropriate Behavior 6

Policy Purpose:

A main purpose of this policy is document how to report abuse, harassment, disruptive behavior or other violations of Policy 1: Protecting our Children and Youth and Policy 2: Protecting Our Adults with the to prevent and protect UUCV children and youth from physical harm, harassment and sexual abuse when participating in all UUCV activities and events including RE activities, multi-gen activities, social hour, and congregational activities. In addition, this policy’s purpose is to prevent and protect UUCV paid staff, congregational adult members and friends from any type of harassment.

Safe Congregation Policy Components:

Part 1 – this policy covers the protection of our children.
Part 2 – reference to review policy for protecting our UUCV staff and adults
Part 3 – reference to find out how to report abuse, harassment, disruptive behavior, or other policy violation
Part 4 – reference information on SCRT team and how complaints are handled and evaluated.
Appendix 1 – Glossary of Terms
Additional Policies and Documents of Reference:
- UUCV Covenant
- Mandated Reporter Handout
- Behavior Policy
- SCRT Team Confidentiality Agreement
- Limited Access Agreement Template
- Evacuation Plan for Emergencies
- Active Shooter/Armed Intruder Plan
- Child Abuse Resources
- Policy Update History

Policy Applies to:

Reporting Abuse, Harassment, or Disruptive Behavior

Everyone at the Unitarian Universalists of the Cumberland Valley (UUCV) is encouraged to contact the Safe Congregation Response Team if they are ever concerned about, witness, or hear about actual or suspected harm to a child, youth or vulnerable adult in the church.

If anyone witnesses criminal behavior, that person needs to immediately notify the police.

In addition, any member or guest of UUCV is encouraged to speak up immediately without fear of reprisal if they witness, experience, or hear about situations involving abuse, harassment, exploitative, or disruptive behavior. Information about the concern, observation, or allegation can be given to a minister, DLFD, or any member of the SCRT.

Electronic Form for Reporting to SCRT

The purpose of this form is to give members and visitors to UUCV a way to bring matters of concern to the Safe Congregation Response Team. These concerns may have to do with physical hazards to the building/grounds at UUCV or may be a concern about a member or visitor to UUCV who is harassing, threatening, harming, or otherwise disrupting you or someone else.

Please note that giving your name and contact information is optional. We will take anonymous reports, but our ability to respond to such reports will be limited.

These reports are kept in confidence among members of the Safe Congregation Response Team, but we do share reports with the Minister and the Board of Trustees. If the person of concern is the Minister or a member of the Board, that person will be recused from discussion. If the person of concern is a member of the SCRT, you may bring the concern directly to the Minister or the Board, or you may contact another member of the SCRT individually, by email or in person.

https://docs.google.com/forms/d/e/1FAIpQLScnVwRH7dQ4aJVVJu46uqzXUL2z1IhvOedmIj3F9LKajvf3fw/viewform

Reporting Abuse of Children or Youth

What to do when you Suspect Abuse

If a worker, volunteer, or any other adult suspects the abuse of a minor during a UUCV program or event, the person must immediately report it to the DFLD, the Minister or a Safe Congregation Response Team member.

Under Pennsylvania law, all adults are permissive reporters of any abuse of a minor. All staff, and any volunteers (paid or unpaid) who work with children under 18 are mandatory reporters of actual or suspected abuse of a minor. No policy in this document supersedes any individual’s responsibility under the law, nor are they meant to act in the law’s stead. These policies are supplemental to all legal actions.
All concerns and allegations shall be taken seriously and will trigger an action or response immediately, according to church policies such as the Policy on Behavior Policy (reference the Disruptive Behavior Policy), Evacuation Plan for Fire and Building Emergencies (reference the Evaluation Plan for Fire or Building Emergencies), and the Active Shooter/Armed Intruder Plan (reference the Active Shooter/Armed Intruder Plan ). Within 24 hours of a complaint being received, the SCRT will communicate to the respondent and complainant about any interim measures while the complaint is being investigated and resolved.
Whoever is first told is not charged with investigating complaints; the primary role of this person is to listen actively. Make notes on what is said with as much detail as is communicated and report the information to the appropriate leader or committee for resolution—unless the concern involves suspicions of abuse, in which case, law enforcement and protective services/ChildLine must be contacted directly.
The Safe Congregation Response Team will keep a written record of who reported the suspected abuse and the circumstances described by the observer.

Involvement of the PA Department of Public Welfare

The Minister, DLFD, and all RE volunteers are mandated reporters, so are required by law to file a report with the State when they suspect a child has been abused.
However, if a church member, friend, or staff person suspects that either a child has been abused, while in the church program or at other times, the person with the suspicion and/or SCRT Team can report the incident to State authorities.
Anyone may make a report to ChildLine and is protected under the Child Protective Services Law from criminal and civil immunity. Child Line—1-800-932- 0313 – is a toll-free, 24/7 hotline established to receive reports of suspected abuse and neglect of children. It can also be reported online at https://www.compass.state.pa.us/cwis/public/home. The reports are forwarded to the local office of Children, Youth, and Families (CYF) for investigation.

Leave of Absence or Restrictions with Children and Youth During Investigation and Decision

To protect UUCV’s children and youth from potential risk and to protect the accused from further suspicion, decisions about removing the alleged perpetrator from interacting with children and youth at UUCV will be made by the Safe Congregation Response Team, including the DLFD and Minister.

A decision by the Safe Congregation Response Team will be made and timely action taken based on the possible threat to the children, the credibility and seriousness of the allegation, and other related factors; but until such time as a decision can be reached and:

If the reported abuse involves RE teacher or RE volunteer at UUCV, the DLFD will immediately relieve that person of any duties involving supervision, care or teaching of children and youth at UUCV until the matter is resolved.
If the reported abuse involves the minister or paid staff (not DLFD), the DLFD will immediately relieve that person of any duties involving supervision, care or teaching of children and youth at UUCV until the matter is resolved.
If the reported abuse involves the DLFD at UUCV, the Safe Congregation Response Team and Minister will immediately relieve that person of any duties involving supervision, care or teaching of children and youth at UUCV until the matter is resolved.
If the reported abuse involves a UUCV congregational member or friend, the alleged offender will be prohibited to interact with any child or youth at UUCV (the Limited Access Policy goes into effect) until the matter is resolved.

Reporting Abuse, Harassment, or Disruptive Behavior of Our Adult Community Members

Any sexual harassment, harassment due to race, sexual orientation, gender identify, disability, etc. and violence of any kind of any UUCV adult community member, minister or employee should be reported immediately to the Safe Congregation Response Team.
The complainant[s] need not be the victim of the inappropriate behavior, but instead may be an observer, or someone who has been told information by a minor victim. Any committee of UUCV may also initiate the formal complaint process. Any person bringing a harassment or exploitation complaint or assisting in investigating such a complaint will not be adversely affected in terms and conditions of employment, church membership or affiliation, or otherwise discriminated against or discharged.
No church staff or member who is not currently serving on the SCRT should confront a respondent once a complaint has been made or suggest any suspicion of child abuse to the child or youth in question. Rather, follow legal requirements and the procedures set out in this document.
Any congregant witnessing any potentially dangerous aspect of the physical plant of the Church property is responsible for reporting it to the SCRT, UUCV staff, or Property Committee so that it can be remedied.

Confidentiality

The Safe Congregation Response Team recognizes that while we must encourage reporting of all concerns or suspicions of child abuse, harassment, or other inappropriate conduct, reporting must occur with a guarantee of maximum confidentiality so that no one needs fear retaliation or recrimination.
Any member of our UUCV community may have a safety concern that should be reported to the Safe Congregation Response Team, Minister or DLFD. This includes a situation in which it is discovered that a person who is attending the church has a history of abusive behavior.
The person who raises a concern will ensure maximum confidentiality in the initial discussion and written documentation of a report.
The DLFD, Minister, and all Safe Congregation Response Team members and anyone who participates on an abuse response team will sign a confidentiality agreement.
Confidentiality is always maintained within the following groups: DLFD, Safe Congregation Response Team, Minister, and Board of Directors.
The DLFD, Minister, and Safe Congregation Response Team Committee Chair will strongly encourage the victim, the alleged perpetrator, and the reporting person to maintain maximum confidentiality within appropriate legal constraints.
Except for strong, compelling circumstances, no identifying information about the victim, alleged perpetrator, or third-party reporting person, or information about the circumstances of the abuse, will be released to members of the congregation at large. Compelling circumstances include but are not limited to actions that would constitute a crime; criminal charges have been filed; or disregard by the accused of measures that the Safe Congregation Response Team has deemed necessary (i.e., no involvement with activities involving children).
False Accusations – Protecting adults who teach in the RE program or otherwise interact with children at the church from false or mistaken allegations is also an important goal of this policy. A key way to prevent false or mistaken allegations is to abide by the guidelines outlined in this policy. We should be sensitive to the disruption and damage a false accusation may cause to both the adults and the children involved. This is true even when the accusation is one due to a misunderstanding or misinterpretation of what seems a child’s straightforward report of an event.

Other Inappropriate Behavior

Some incidents or allegations in RE programs may involve behavior that is not clearly child abuse but may be in other ways deemed inappropriate by a parent or guardian, by the DLFDD or by the RE Committee. In such cases, the Safety Congregation Response Team, including the DLFD, the Minister and appropriate members of the RE Committee may be called together to review the situation and decide what action to take.

Safe Congregation Policy

Part 4: SCRT Team & Responding to a Complaint: Policy Violation, Abuse, Harassment, or Disruptive Behavior

Current Committee Members

Primajoy Ramalingam [email protected] Committee Chair

Gail Black [email protected] Board Representative

Melissa Mattson [email protected] Committee Member

To report a complaint:

https://docs.google.com/forms/d/e/1FAIpQLScnVwRH7dQ4aJVVJu46uqzXUL2z1IhvOedmIj3F9LKajvf3fw/viewform

Table of Contents

Policy Purpose: 2

Safe Congregation Policy Components: 2

Policy Applies to: 2

UUCV Safe Congregation Response Team 3

Team Structure 3

Meetings 3

Purpose 3

Responding to and Resolving a Complaint 4

Policy Purpose:

A main purpose of this policy is to provide information on the SCRT Team structure and to document how the SCRT Team will respond to any complaints or reports of policy violations, abuse, harassment, or disruptive behavior.

Safe Congregation Policy Components:

Part 1 – this policy covers the protection of our children.
Part 2 – reference to review policy for protecting our UUCV staff and adults
Part 3 – reference to find out how to report abuse, harassment, disruptive behavior, or other policy violation
Part 4 – reference information on the SCRT team and how complaints are handled and evaluated.
Appendix 1 – Glossary of Terms
Additional Policies and Documents of Reference:
- UUCV Covenant
- Mandated Reporter Handout
- Behavior Policy
- SCRT Team Confidentiality Agreement
- Limited Access Agreement Template
- Evacuation Plan for Emergencies
- Active Shooter/Armed Intruder Plan
- Child Abuse Resources
- Policy Update History

Policy Applies to:

UUCV Safe Congregation Response Team

Team Structure

The Unitarian Universalists of the Cumberland Valley will have a standing Safe Congregation Response Team (SCRT) of 4-5 members, which will include the Director of Lifespan Faith Development (DLFD), a member of the Board of Trustees, and at least two members of the congregation appointed by the committee. The minimum number of committee members required to make decisions is three.
Members of the congregation will be advised of the members of the SCRT annually and invited to approach them, or the minister(s) about any concerns regarding misconduct or harassment by other members.
Members of SCRT will serve not more than two terms of one year before stepping down from the committee for at least one year. The SCRT shall be internally responsible for choosing and appointing replacements for members stepping down.

Meetings

The SCRT will meet quarterly at minimum, or as needed to resolve concerns.

Purpose

In addition to crafting and ensuring implementation and communication of safe congregation procedures, the SCRT will address concerns about safety that are internal to the church. The Response Team will facilitate appropriate responses to any concern or allegation. This will include:
1. investigating the complaint
2. suggesting remedies to leadership
3. assuring that pastoral care is extended to anyone affected by the complaint by the appropriate people, including victims, families, respondent (the individual accused of abuse, exploitation, or harassment), the whole congregation, etc.
4. monitoring the church’s cooperation with law enforcement, the media, and insurance carriers, while maintaining confidentiality as much as possible

Responding to and Resolving a Complaint

The Safe Congregation Response Team does not have the expertise or legal authority to determine guilt or innocence. Rather, the committee’s purpose is to protect members of the church community, and to ensure that the victim and accused are treated with dignity and respect.
If the complaint concerns a member of the Safe Congregation Response Team or a relative, that person will be excused from participation and replaced by a suitable alternative.
If the complaint is against the Minister, Unitarian Universalist Ministers Association (UUMA) policies and procedures apply (see http://www.uuma.org/Documents/guidelines.html ).
The SCRT will assure that one of several approaches are taken to address the complaint or concern:
1. If a member is accused of inappropriate behavior, the accused will be notified within 24 hours and may be suspended until an investigation is complete.
2. If a staff person is accused of inappropriate behavior, their immediate supervisor will be contacted.
3. The complainant has the option of resolving the matter directly with the respondent (the individual accused of abuse, exploitation, or harassment), but this is entirely voluntary.
4. The complainant can report the incident to a minister, in an effort to resolve the matter informally through mediation.
5. The Safe Congregation Response Team will use the following criteria to determine the level of the complaint and the level of response:

Level 1 – Low Level Complaint – No Policy Violation & No Safety Concern (No alleged exploitation, abuse or harassment)
1. Level 1 classifies complaints where the Safe Congregation Committee Chair can easily identify is not a violation of Safe Congregation Policy or any other UUCV policy and there is no immediate concern for safety.
2. The Safe Congregation Response Team Committee Chair will confirm that their evaluation is correct with the other members of the committee via phone or email; otherwise, the team will reclassify the complaint as Level 2.
3. The entire Team or one designated team member will call the complainant and listen to their further explanation of the complaint and provide education on the current policy and process.
4. At that time the Safe Congregation Response Team will give the complainant the opportunity to withdraw the complaint from additional action if the information/education they were provided was sufficient to adequately address the issue. If withdrawn, the team will not contact the person(s) named in the complaint but will document the complaint, the discussion, the complainant’s education and will consider the issue closed. If the complainant does not withdraw the complaint and considers that the issue still exists and wishes for an official ruling by the team, the team will upgrade the complaint to Level 2 for further evaluation by collecting the other side’s information.
Level 2 – Low Level Complaint – Possible Policy Violation & No Safety Concern (No alleged exploitation, abuse or harassment)
1. Level 2 classifies complaints that have been submitted where the Safe Congregation Committee Chair can identify that the complaint may or may not be a violation of the Safe Congregation Policy (where there is not a clear policy violation) and there is no immediate concern for safety.
2. The Safe Congregation Response Team Committee will have a phone call or meeting to discuss and evaluate the reported.
3. The Safe Congregation Response Team will gather more information from the complainant via call phone or in person meeting. By listening to their further explanation of the complaint, the committee will take one of three approaches:
  1. If after gathering further information from the complainant, the committee identifies that the concern is not a violation of the safety policy or other UUCV policies and there is no safety concern, the team will inform the complainant along with an explanation of why it is not a policy violation.
  2. If after gathering further information from the complainant and the committee identifies that the policy is not clear on this issue and there is no safety concern, the committee will inform the complainant that the committee must evaluate the policy more carefully and will get back to them. The team will contact the complainant either provide interpretation of the policy or identify the updates to the policy that the committee will be recommending to the board
  3. If the complaint is determined to be a possible policy violation that is/is not a safety concern that cannot be resolved just by the education/clarification of policy of the complainant and the alleged perpetrator, the committee will proceed to Step 6) below.
4. The team will then ask the complainant if they are satisfied with the concern being addressed as a policy clarification, education of the complainant and/or accused alleged perpetrator, and/or policy update or if they want us to proceed further with a formal investigation. If they wish to consider the complaint resolved, the team may or may not contact the alleged perpetrator but will document the complaint, the discussion, the complainant’s choice and will consider the issue closed. If they wish to proceed further, the committee will proceed to Step 6) below.
Level 3 – Mid Level Complaint –Policy Violation & Low-Level Safety Concern
1. Level 3 classifies complaints that have been submitted where the Safe Congregation Response Team upon review of the submission can identify that person(s) named in the complaint is in violation of the Safe Congregation Policy and there is a low level for safety concern (no exploitation, abuse or harassment reported but a violation of a safety policy).
2. The Safe Congregation Response Team Committee will proceed to Step 6) below.
Level 4 – High Level Complaint –Policy Violation & High-Level Safety Concern
1. Level 4 classifies complaints that have been submitted where the Safe Congregation Response Team upon review of the submission can immediately identify that person(s) named in the complaint is in violation of the Safe Congregation Policy and there is a high level for safety concern (alleged exploitation, abuse or harassment).
2. The Safe Congregation Response Team Committee call an emergency meeting and will immediately proceed to Step 6,

If an informal resolution of the complaint does not seem wise, appropriate, possible, or does not succeed, the complainant may request that the Response Team institute formal proceedings which shall include the following steps:

Level 2 appear to be policy violations that cannot be resolved informally, and all Level 3 and 4 complaints: The SCRT shall advise the minister(s) and Board officers of the receipt of all complaints and shall keep them apprised of ongoing steps and actions taken. If the minister or Board officer is the subject of the complaint, the SCRT shall notify a Board officer who is not the subject of the complaint.
The SCRT shall gather statements or other information from the individuals involved in the alleged exploitation or harassment, including the respondent, and from others who may have pertinent information, such as qualified professional consultants, and if there is a policy violation including alleged exploitation or harassment, the team will present such information to the Board of Trustees.
If there is a finding of policy violation that may include alleged exploitation or harassment, the Board of Trustees shall make determinations and take actions appropriate to resolve the matter. These may include:
1. Finding that exploitation, abuse or harassment did not occur, then taking steps to carefully restore the individual’s credibility.
2. Finding that exploitation, abuse or harassment has occurred, and that the appropriate body of the church is called upon to take action accordingly. Such action may include one or more of the following:
  1. A formal reprimand, with defined expectations for changed behavior;
  2. Recommending or requiring psychological or psychiatric assessment, counseling and/or treatment as a condition of continued involvement with the church;
  3. Probationary standing, with the terms of the probation clearly defined; OR
  4. Dismissal from employment or authorized volunteer leadership position, and, in extreme cases, terminating affiliation with, or membership in the church.
The SCRT may seek the advice of legal counsel or others for expert advice in performing its functions.
In determining whether alleged conduct constitutes harassment or exploitation, consideration shall be given to the record of the alleged incident(s) as a whole and to the totality of the circumstances, including the context in which the alleged I incident(s) occurred.

A written summary of the SCRT’s proceedings will be maintained in the church office for a period of not less than 7 years. These records will be protected from anyone outside of the SCRT and those they deem are directly impacted.
Adequate care must be shown for the well-being of victims, respondents, and families involved, as well as the congregation itself. That care includes informing those involved in the situation of the steps that are being taken and continuing to keep them advised of the status of the response process. Situations must be handled forthrightly with due respect for the privacy and confidentiality of all involved. No victims will be blamed in any way, nor will their stories be minimized.
It is expected that a member of the congregation or a potential member/participant with a criminal history of interpersonal violence or active accusation of misconduct/abuse/sexual offense will make that history known to the minister. The minister will refer the matter to the SCRT, which will complete a Limited Access Agreement with the participant if appropriate.
Any accusation made against a member of the SCRT will trigger that member recusing themselves from the team until the complaint is resolved.

The Mission of the Safe Congregation Response Team:

To help all congregants understand their role in making the church a safer place, and providing them with the information and skills to do so.
To have a plan for dealing with emergencies and disruptive behavior.

Current SCRT Members

Gail Black, Board Liaison: [email protected]

Primajoy Ramalingam: [email protected]

Melissa Mattson: [email protected]

Sara VanSlyke: [email protected]

Contacting SCRT

There are several ways to reach SCRT members with questions or concerns:

Email all current SCRT members at [email protected]
Reach out to us individually at the email addresses listed above
Report a concern by completing this online form, which will be seen by all SCRT members. We will respond to you within 1 business day. Please do not use this form for an emergency.

SCRT Policies

These policies have been crafted by the SCRT and approved by the Board of Trustees. They are living documents intended to document best practices and procedures, and are subject to change. Please let us know if you have any questions or concerns.

UUCV Phased Opening Plan

UUCV Building Closure Policy

UUCV Safe Congregation Policy

UUCV Behavior Policy

TEMPLATE Limited Access Agreement

Additional Resources

Mandated reporting laws in Pennsylvania: http://www.keepkidssafe.pa.gov/
Carlisle YWCA’s Sexual Assault/Rape Crisis 24-hour Hotline: 1-888-727-2877
Domestic Violence Services of Cumberland and Perry Counties 24-hour Hotline: 1-800-852-2102
Unitarian Universalist Association Safe Congregation Resources: https://www.uua.org/safe