Every person in the vulnerable sector at Deer Run Church deserves a safe, loving environment. This refresher highlights the core rules from the full Plan to Protect manual — it does not replace it. Contact the Plan to Protect Coordinator with any questions.
Recognizing Abuse — Four Types
PHYSICAL & SEXUAL
- Physical: force/action causing or risking injury beyond reasonable discipline, or failure to supervise/protect.
- Sexual: any sexual exploitation of a minor — touching or non-touching (comments, exposure to pornographic material, etc.).
EMOTIONAL & NEGLECT
- Emotional: belittling, shouting, ridicule (incl. re: appearance, background, disability) that can cause lasting harm.
- Neglect: failing to meet a child's physical, emotional, or medical needs, endangering health, development, or safety.
- Police Records Check (Vulnerable Sector): required before any new volunteer begins, plus a Volunteer Application, Worker's Covenant, Statement of Faith, and Lifestyle & Morality Standards.
- 4-year renewal: renew your Police Records Check every 4 years.
- Yearly renewal: sign the Worker's Covenant every year, for as long as your police check remains valid.
- Annual training: attend the Plan to Protect refresher course annually.
- Pending checks: a trainee may serve only alongside a trained, screened worker (18+) while a police check is pending, and must never be left alone with a child/youth.
- Youth volunteers: ages 14–17 complete the Youth Volunteer Application and training but do not need a Police Records Check; no one under 13 may serve in the Vulnerable Sector.
- Occasional observers: visitors checking out a ministry, or parents observing/assisting, don't need screening but may never be placed in a position of trust or left alone with a child.
- Team approach: a minimum of two unrelated workers, at least one 18 or older, must be present at all times with C/Y. One adult + two youth volunteers also satisfies this rule.
Suggested worker-to-child ratios:
| Nursery (0–2 yrs) | Early Childhood (2–SK) | Elementary (Gr. 1–5) | Youth (Gr. 6–12) |
|---|---|---|---|
| 1 : 3 | 1 : 4 | 1 : 8 | 1 : 10 |
Worker Behaviour
DO
- Serve in teams of two unrelated workers at all times
- Keep classroom doors open or windowed
- Wear your worker ID / approved identification
- Redirect misbehaviour calmly; notify parents after two warnings
- Report questionable conduct to your Team Leader right away
DON'T
- Never be alone with a single child/youth
- No extended hugging, kissing, or a child on your lap
- Never hit, yell at, or physically discipline a child
- Never give or apply medication to a child
- Never let strangers into your classroom
- Washrooms: never alone in an unsupervised washroom with a child; never enter a closed cubicle with a child. For ages 2–5, an escorting adult stays visible with the outer door propped open.
- One-on-one meetings: get parental permission, meet in a public place, and match the volunteer's gender to the C/Y's gender.
- Transportation: always drive with a valid licence, signed annual Driver's Contract, and never exceed the number of seatbelts.
- Off-site & overnight events: must be pre-approved, use travel/registration forms, keep same-gender leaders present, and never let C/Y wander alone; sleeping arrangements always separate leaders from youth (or, if shared, 2 leaders + 2+ youth).
- Morally required: tell the Senior Pastor, an Elder, your Ministry Team Leader, or the Plan to Protect Coordinator immediately.
- Legally required: suspected abuse or neglect must be reported to the Children's Aid Society (CAS). A leader can make the call on your behalf, but if no one is available, you must report directly — do not let internal process delay a CAS report.
- Ongoing duty: new information about a suspicion must always be reported, even if a report was made before.
- If a report involves a worker: they are immediately suspended pending investigation by CAS and Police. Leadership will not investigate the accused directly, but the accused is told a report has been filed and is treated with respect throughout.
- Worker ID: wear your nametag or approved clothing every time you serve, and never let strangers into your classroom.
- Sign-in/out & doors: Nursery through Grade 5 children are always signed in and out by a parent or designate; keep classroom doors open or windowed and unlocked while in use.
- Registration forms: an annual Waiver/Medical Release must be on file for every child/youth; keep a copy with you on outings.
- Fire: line up at the door, one leader leads out, one leader follows and closes the door; report to the Ministry Leader immediately if any child is unaccounted for.
- Missing child: notify the Children's Ministry Leader right away; search calmly, notify parents, and increase awareness as directed.
- Medical: workers never give or apply medication; parents must administer it. Report all injuries to parents, and report head injuries immediately.
- Severe weather: wait for a Ministry Leader or Coordinator's instructions; never act in a way that could incite panic.
| Role | Name / Phone Number |
|---|---|
| Plan to Protect Coordinator | Barbi Dyck — (226) 346-3771 |
| Pastor on Staff | Peter Klassen — (519) 329-3295 |