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 Safe Ministry Policy

 

WEST ORANGE BAPTIST CHURCH 
Safe Ministry Policy

Open your mouth for the speechless,
In the cause of all who are appointed to die.
Open your mouth, judge righteously,
And plead the cause of the poor and needy. 
Proverbs 31:8-9

 

Background & Governance

The Leadership of West Orange Baptist Church (Independent) has established this policy to express our commitment to safeguarding vulnerable people involved with this church.

This document outlines the underlying principles that guide our approach and the strategies being implemented to embed a safeguarding culture in the organisation at all levels.1 Because of the changing nature of our world and our organisation, we commit to regularly reviewing and updating this policy to ensure its ongoing effectiveness, relevance and fulfilment of any State and Federal laws to protect children and vulnerable people.2, 3

 

1. Commitment to Safeguard Vulnerable People

We are committed to the biblical call to actively prevent harm and abuse, and ensure the safety and equity of everyone involved in our organisation with special concern for vulnerable people who face a higher risk of mistreatment.4 This includes children and young people, of all ethnic backgrounds, the elderly, people with disabilities, and people with identity and mental health challenges and others.5

It is important that all people involved in our organisation (including vulnerable people) are informed about their rights, invited to express their individual needs, participate in decisions which significantly affect them, and have their concerns taken seriously.6 We also want families and communities who are involved in our organisation to be informed and involved in promoting the safety and wellbeing of vulnerable people.7 All people are encouraged to appropriately express their cultural backgrounds and racism will not be tolerated within the organisation.8

To help achieve this, we encourage every relevant person attending or involved in our organisation to complete the West Orange Baptist Church Safe Ministry Members Safeguarding course at
https://westorangebaptistchurchsafeministrycheck.com.au

We have also made this policy (and further information for children, families and vulnerable people) available through our statement page, accessible online through a badge on our webpage
https://westorangebaptistchurchsafeministrycheck.com.au/statement

This material will help people in our community to better understand their shared responsibility to safeguard vulnerable people around our community and how to raise any concerns. We actively encourage everyone involved in our organisation to be involved in the effectiveness and ongoing improvement of our policies and safeguarding procedures.9

 

2. Commitment to Respond to Concerns 

We are committed to creating a culture where people feel safe and encouraged to raise concerns about their own or other people’s safety.

Therefore we encourage people at all levels of the organisation and in our community to report any concerns they have about the safety and wellbeing of people connected with
West Orange Baptist Church. We are committed to listening well and handling all concerns seriously. We will protect the confidentiality, dignity, health and well-being of all individuals involved in any concern raised. Any child-related issues will be managed with a focus on the interest of the child.10

All reports will be managed by the West Orange Baptist Church Safe Ministry Contacts.11

 

Safe Ministry Contact 

Jenn Hayes         0428 502 301   Email: jennh@live.com.au
The Safe Ministry Contacts are a sub-committee of the West Orange Baptist Church leadership.
When any concerns or allegations are raised, the Safe Ministry Contacts will follow the Safe Ministry Incident Management Process which, depending on the circumstances, may involve reporting the concern or allegation to other entities like the Police, the relevant State Child Protection body, and the insurer of West Orange Baptist Church. In certain incidents the Safe Ministry Contacts may appoint an Independent Ministry Investigator to investigate allegations.

 

3. Commitment to Screening and Training

We are committed to ensuring all leaders at West Orange Baptist Church are appropriately screened, supported and trained.12

This means all leadership, employees and volunteers involved in personal/relational serving roles (including anyone working with or around children) must follow the direction of the Safe Ministry Contacts who oversee this compliance. These leaders must:

 

 

 

  1. Be regular participants at West Orange Baptist Church;
  1. Provide referees who can confirm they are suitable to work with vulnerable people;
  1. Complete an approved safe ministry training course which outlines appropriate behaviour, including how to minimise the chance of harm, as well as training in how to identify and report cases of abuse this can be completed at:

https://West Orange Baptist Churchsafeministrycheck.com.au;

  1. Commit to the West Orange Baptist Church Code of Conduct, including being willing to be held accountable for their behaviour; and
  1. If they are working with children & youth, they must have their state-based
    “Working With Children Check” verified and current.

No-one with a criminal record of child abuse, molestation or similar offences is allowed to be involved in children or youth ministry at West Orange Baptist Church.

 

4. Commitment to Safe and Accessible Programs

We are committed to ensuring that our physical and online environments promote safety and wellbeing for all involved.13 Careful consideration will be given to the activities chosen, the venue, safe ratios of supervision, appropriate toileting practices, transportation, work health and safety, parental or guardian permission and confidentiality of records kept.

The Safe Ministry Contacts will regularly check-in on West Orange Baptist Church programs and team meetings to help establish a safeguarding culture and provide ongoing training and supervision to leaders and volunteers in those roles.14

 

 

APPENDIX

10  Child National Safe Principles

National Principles For Child Safe Organisations

  1. Child Safey and Wellbeing is embedded in organisational leadership, governance and culture.

 

  1. Children and young people are informed about their rights, participate in decisions affecting them and are taken seriously.

 

  1. Families and communities are informed and involved in promoting child safety and wellbeing.

 

  1. Equity is upheld and diverse needs respected in policy and practice.

 

  1. People working with children and young people are suitable and supported to reflect child safety and wellbeing values in practice.

 

  1. Processes to respond to complaints and concerns are child focused.

 

  1. Staff and volunteers are equipped with the knowledge, skills and awareness to keep children and young people safe through ongoing education and training.

 

  1. Physical and online environments promote safety and wellbeing while minimising the opportunity for children and young people to be harmed.

 

  1. Implementation of the national child safe principles is regularly reviewed and improved.

 

  1. Policies and procedures document how the organisation ios safe for children and young people.

 

Agreed to by Leadership of West Orange Baptist Church

Date Instituted: 23 August 2024

Date of next Review: August 2026

 

 

 

WOBC Incident Managment Plan – 2024

 

Incident Management Process

West Orange Baptist Church (Ind)

 

  1. Immediate Action and Safety
  1. Ensure Immediate Safety: Take any immediate action required to ensure the safety of the child or vulnerable person involved. This may involve separating individuals or temporarily suspending those accused from their roles.
  2. Confidentiality: Maintain the confidentiality of all parties involved, sharing information only with those who need to know to ensure safety and compliance with legal obligations.

 

  1. Incident Reporting
  1. Internal Reporting: Designate a Safe Ministry Contact (SMC) for reporting concerns. All staff, volunteers, and members should know how to contact the SMC to report any safeguarding concerns.
  2. Documentation: Ensure the person reporting the incident completes an
    Incident Report Form, detailing what was observed, heard, or disclosed. This form should be securely stored and accessible only to authorized personnel.

 

  1. Assessment and Decision Making
  1. Initial Assessment: The SMC or a designated safeguarding team should assess the report to determine the immediate risk and whether external authorities need to be notified (e.g., police, child protection services).
  2. External Reporting Obligations: Based on the assessment, decide whether the incident meets the criteria for mandatory reporting to external authorities and make the report as required by state or territory legislation.

 

  1. Action Plan
  1. Develop an Action Plan: Depending on the nature of the incident and whether it’s been reported externally, develop an action plan that may include internal investigation, support measures for the victim, and engagement with external authorities.
  2. Support and Care: Ensure that appropriate pastoral care and support are offered to all parties involved, including the victim, their family, and the accused
    (where appropriate).

 

  1. Investigation
  1. Internal Investigation: If applicable and not in conflict with external investigations, conduct a thorough internal investigation following procedural fairness principles*. This may involve interviews with involved parties, gathering additional information, and reviewing relevant documents.
  2. Outcome of Investigation: Based on the findings, determine the appropriate outcome, which may include disciplinary actions, policy changes, or additional training requirements.

 

  1. Review and Reflection
  1. Policy and Procedure Review: Regularly review and update safeguarding policies and procedures, including the incident management process, to reflect learnings from incidents and changes in legislation.
  2. Training and Education: Use incidents as opportunities for learning and reinforcing the importance of safeguarding within the organization. Ensure ongoing training for all staff and volunteers.

 

  1. Documentation and Record-Keeping
  1. Secure Records: Maintain secure and confidential records of all safeguarding concerns, actions taken, and outcomes. Ensure compliance with privacy laws and record retention policies.
  2. Monitoring and Reporting: Develop mechanisms for monitoring compliance with the incident management process and reporting to the organization’s leadership or board.

 

This Incident Management Process Plan is designed to be adapted to the specific needs and context of each organisation. Regular training on this process, along with clear communication channels and a culture that prioritises safety and respect, will support effective implementation. Always consult with legal professionals to ensure compliance with current legislation and best practices.

 

 

 

 

*Procedural fairness principles, also known as natural justice principles, are fundamental to ensuring fair and unbiased processes, especially in the context of investigations and decision-making. They are designed to protect the rights of all individuals involved, ensuring that decisions are made impartially, transparently, and based on evidence. In the context of incident management within organisations, adhering to procedural fairness involves several key elements:

1. Right to be Heard

Every individual whose rights or interests may be significantly affected by a decision has the right to be heard. This includes the opportunity to make submissions, respond to any allegations, present evidence, and counter evidence presented against them.

2. Right to a Fair Hearing

The process should be conducted without bias or conflict of interest. Decision-makers must be impartial, and there must be an assurance that no decision is made until all relevant evidence is considered. This may involve separating the investigation and decision-making roles between different individuals or committees.

3. Reasonable Notice

Individuals involved should be given reasonable notice of the proceedings, including any meetings or hearings they are expected to attend. This notice should include details of the allegations or concerns raised, so they can adequately prepare their response.

4. Fair and Transparent Procedures

The processes for investigation, decision-making, and any resulting actions should be clearly outlined and made available to all stakeholders. Procedures should be consistently applied and should allow for an investigation that is thorough and considers all relevant material.

5. Reasons for Decisions

Decisions, especially those that adversely affect an individual, should be accompanied by reasons. This transparency helps to ensure that decisions are based on evidence and the applicable rules or policies, and it provides an opportunity for review if procedural fairness is questioned.

6. Review or Appeal Process

An effective incident management process should include a mechanism for review or appeal, allowing decisions to be challenged if there’s a belief that procedural fairness was not observed.

Applying these principles within the Incident Management Process Plan ensures that when safeguarding concerns are raised, they are handled in a way that is just and equitable for everyone involved. It not only helps protect the rights of individuals but also enhances the integrity and trustworthiness of the organisation’s safeguarding processes.

Template Incident Report Form

 

 

Incident Report Form

 

Organisation Name
Date & Time of Report

 

Reported By:

Name
Position/Role
Contact Information

 

 

Incident Details:

Date of Incident
Time of Incident
Location of Incident

 

Individuals Involved Name(s) Role(s) Relationship
e.g., Jane Doe e.g., staff, volunteer, participant

 

Description of Incident

Please provide a detailed account of what occurred, including what was said, done, and observed. Attach additional pages if necessary.

 

Immediate Action Taken

Describe any immediate steps taken following the incident

(e.g., separating individuals, providing first aid)

Witnesses

List any witnesses to the incident, including their contact information if available.

Name Contact

 

Evidence

Note any physical or digital evidence that may be relevant

(e.g., emails, photographs, physical objects).

 

Confidentiality

Reminder: This report contains sensitive information and should be handled according to the organisation’s confidentiality and privacy policies.

Signature of Reporter Date
Received By (if applicable) Date

 

 

For Office Use Only

Incident Report Number
Assigned to
Follow up Actions
Outcome/Resolution
Review Date

 

 

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