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Children’s Ministry Personnel Handbook
Children’s Ministry Personnel Handbook
TABLE OF CONTENTS
Beulah KidZone Ministry 4
KidZone Team Positions 4
Children Entering and Leaving KidZone 5
Standard Pick-Up/ Drop-Off Procedure 5
HPP (Has Parent’s Permission) 5
Late Arriving Parents for Pick-Up 5
KidZone Leader to Child Ratios 5
Classroom Guidelines 5
Classroom Openings and Arrival Times 5
ID Tags and Check-in 5
Parents in the Classroom 6
Attendance Rosters 6
Windows and Doors 6
Cellphones in the Classroom . 6
KidZone Dress Code/Footwear 6
Food and Drink in the Classroom 6
Positive Interactions with Children 7
Proper Displays of Affection 7
Crying Children 8
Washroom Policies 8
Children with Special Needs 9
Emergency Procedures 9
Extreme Weather Policy 9
Evacuation Plan 10
Lockdown Procedure 10
Medical Guidelines 11
Wellness Policy 11
Dispensing Medication 11
First Aid Kits 11
Accidents/Health Conditions 12
Incident Reports 12
Plan to Protect Policies 12
Requirements for Volunteer Service 12
Disqualification Policy 13
Anti-Bullying Policy 13
Photography/Videography Policy 14
Social Media Policy 14
Drug & Alcohol Policy 14
Gender Identity & Dysphoria 15
Reporting Potential Abuse 15
Appendix A 16
Appendix B 17
Sample Suspected Abuse Report Form 18
Sample Medical Consent Form 20
Sample Incident Report Form 21
Ministry Personnel Handbook Agreement 22
Dear Beulah KidZone Team Member,
You are a critical player on our team! Through your passions and
gifts, you are supplementing every parent’s attempt in laying
their child’s spiritual foundation. Our desire is to equip and
support families as they raise their children to know, love and
serve Jesus. This incredible mission takes all of us leaders,
teachers, and helpers.
On the following pages, you will find Beulah KidZone Team
Guidelines and Procedures. We want to thank you in advance for
investing the 15 minutes it will take to review this material. Please
carefully read through these pages and take a moment to sign
the Handbook Agreement at the end. If you have any questions,
contact your Campus KidZone Ministry Coordinator.
Together we can make KidZone the BEST hour of every child’s
week!
In Christ’s Love,
Stephanie Holmberg Children’s Team Lead Pastor
BEULAH KIDZONE MINISTRY
Beulah KidZone provides quality children’s programming in several areas across all
of our campuses. Weekend programming includes Nursery (Infants & Toddlers),
Early Childhood (age 3-5), Elementary (Grade 1-4), and Preteen Ministry (Grade 5-6).
Midweek programs (currently only at West Campus) include Wee College (Age 4-6),
Route 56 (Grade 5-6), and 4:12 Kids (Grade 4-8). Tiny Toes Playgroup (Age 0-5
with parent/guardian) is available at West Campus and Southwest Campus.
View full program descriptions and campus specific details at beulah.ca/kids.
KIDZONE TEAM POSITIONS
This is a general list of KidZone volunteer positions, some being campus specific.
For complete list of available volunteer positions, go to beulah.ca/serve.
Nursery Leader: This person will supervise infants to 2-year-olds (birth - 36 months) and care for their basic needs including feeding and engaging them in activities. Nursery leaders are scheduled on a rotation basis and must be over 12 years of age. KidZone Leader: KidZone Leaders work with children ages 3 to grade 6 in Early Childhood, Elementary, or District 56, engaging them in age-appropriate activities and discussion. KidZone Leaders are scheduled on a rotation basis. Large Group Leader: These volunteers lead children in large group activities such as teaching the lessons, leading games or worship. Large group leaders are scheduled on a rotation basis. KidZone Worship Leader: This person will play an instrument and/or lead the worship time for older elementary kids. Worship Leaders serve on a rotation basis. Guest Service Host/Security: Security personnel ensure the safety and security of KidZone. The Host team operates and manages KidZone Central guest services to assist families with registration and check-in of their children. Learning the Beulah HUB database program is required. Recommended age is 18 years and older. Special Needs Aide: This person will be trained and matched 1:1 with a child with disabilities who requires extra support to thrive in KidZone. Aides will serve every week at one service. Wee College Leader (West Campus): This person will lead and assist in a Wee College class level, guiding kids through a variety of activities, crafts and Bible memory. Wee College leaders commit to serve every week throughout the year. Route 56 Leader (West Campus): This person will lead a Route 56 small group, guiding kids through a variety of learning activities, games and crafts. Route 56 leaders commit to serving every week throughout the year. 4:12 Kids Leader (West Campus): This person will coach and mentor a 4:12 Kids leadership team through discipleship and service involvement in Elementary week-end programming. 4:12 leaders serve every week and monthly weekend services. Tiny Toes Playgroup Host: (West Campus & Southwest Campus): This person will assist to facilitate the operation of the weekly drop-in playgroup program. Hosts prepare refreshments, set up play area, prepare crafts, and clean-up.
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CHILDREN ENTERING AND LEAVING KIDZONE
Standard Pick-Up/Drop-Off Procedure
All children will be checked in by an adult and are NOT to be released to anyone other than the adult with the correct security tag (also called guardian receipt).
Siblings under age 16 are not permitted to pick-up younger brothers and sisters.
HPP (Has Parent’s Permission)
Children in grades 5 and 6 are eligible for HPP. A parent or legal guardian must sign a waiver stating that the child has permission to check themselves out of the classroom at the end of programming. Children with HPP are not to be released until the adult service is done. Waivers are available at KidZone Central or the Children’s Ministry offices and must be saved on file or scanned to child’s HUB file.
Late-Arriving Parents for Pick-Up
If a child remains in KidZone after all of the other children have been picked up, the “Two Adult Rule” must be maintained. The Ministry Coordinator will bring the child to KidZone Central where a host or security personnel will text the parent through Beulah HUB or have the parent paged and assist with supervision.
KIDZONE LEADER TO CHILD RATIOS
Adult leaders to child ratios are maintained in KidZone in accordance to our Plan to Protect Policy:
Babies (0—15 months) 2 Adults : 6 Children Toddler (15-24 months) 2 Adults : 10 Children Early Childhood (Age 2-5) 2 Adults : 10 Children Elementary (Grades 1-6) 2 Adults : 20 Children
CLASSROOM GUIDELINES
Classroom Openings and Arrival Times
All areas must be ready to begin receiving children 15 minutes prior to program start time. Arrival times for all KidZone team members are determined based upon the time necessary to complete set-up, preparations, and pray before children arrive. Plan to arrive 20-30 minutes prior to the start of programming. It is essential that leaders must be ready to greet children as they begin to arrive.
ID Tags and Check-in
KidZone workers must always check-in to the Beulah HUB upon arrival. If serving more than one service on Sundays, check into both at once. Workers must also wear their ID tags at all times for security. The following symbols are used on children’s name tags:
[ ! ] indicates a security or custodial concern; confirm guardian receipt [ @ ] indicates special needs or non-critical medical concern *HPP* indicates older child (Grade 5/6) Has Parent Permission to be dismissed
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Parents in the Classroom
A primary value of KidZone is to provide a safe environment for the children attending each week. Parents may choose to stay with their child during the worship experience because they wish to see what their child experiences each week in KidZone or the child may be hesitant and the presence of a parent or guardian offers reassurance until the child feels comfortable being left alone. Parents are always welcome to visit but they must follow KidZone guidelines. When a parent asks to stay, they must be given an “approved visitor” tag from KidZone Central or the classroom coordinator. The visitor tag indicates that they are not a screened worker and are not allowed to be alone with a child or to lead a class.
Attendance Rosters
Attendance records are necessary in the event of an evacuation or lockdown and we are require by law to keep these copies. When attendance rosters are delivered to the classroom, the KidZone leader overseeing the classroom checks the roster and adds any additional names that were checked in after printing. At the end of each class, attendance rosters must be returned to KidZone Central or the Children’s Min-istry office to be retained on permanent record.
Windows and Doors
All classroom doors must remain closed during children’s programming and windows in doors are to remain uncovered to ensure clear sight lines in classrooms where children’s programming is being held. An open half-Dutch door is considered ‘open door’ but is permitted within the secure KidZone hallways. When it is necessary that only one adult leader be in a closed room with children (ie: the second leader leaves the room to take a child to the washroom), the door or half-door will remain open.
Cellphones in the Classroom
We recognize that cell phones have become an integral part of everyday life and are a great asset when used correctly, however their excessive or imprudent use often poses a significant distraction and may be a hindrance to the mission of KidZone. For this reason, we ask that workers and children put away cell phones while in the classrooms.
KidZone Dress Code
As representatives of Beulah Alliance Church, our KidZone workers are expected to maintain an appropriate dress code that projects a professional, clean and modest image that sets a positive example and does not distract from the important message we share with children and families. For safety reasons, no bare feet are permitted as there is no time to gather footwear in the case of an emergency.
The following are examples of inappropriate attire:
Shirts with slogans or artwork that may be profane, vulgar, violent or offensive
Soiled and/or clothing in disrepair
Spaghetti strap camisoles, strapless tops, or see-through clothing
Clothing that reveals undergarments, exposes cleavage or bare midriff
Excessively tight or short garments
Food and Drink in the Classroom
KidZone team members are not to bring food or open drinks into a KidZone area while serving. Beverages with a lid is allowed.
Positive Interactions with Children
The steps below outline a process to help all KidZone leaders maintain positive
interactions with children in their care:
Ways to Avoid Problem Behaviours
Be sensitive to the moods of children in the group.
Provide enough space for each child.
Set clear and age-appropriate expectations with the children.
When Kids Require Guidance or Discipline
Focus your remarks on the behaviour you want to see.
Use a firm but gentle voice to address the behaviour.
Remove the child from the activity.
Do not use words or a tone of voice that shames or frightens the child.
Do not use sarcasm or scream at the child.
Never make remarks that put down the individual as a person or make
negative references about appearance, race or gender.
Never use corporal punishment or spanking of any kind.
Use touch in affirming ways. See appropriate examples below.
If disciplinary assistance is needed, contact a KidZone staff member. A confidential
discussion should occur with the KidZone pastor, parent, and child when necessary.
Proper Displays of Affection
Recognizing that the innocence of children must be protected, and that children need appropriate displays of affection that reflect pure, genuine and positive displays of God’s love, appropriate touch with children will be age and developmen-tally appropriate. KidZone leaders are not to be left alone with a child and will avoid prolonged physical contact with any child. All touch must be done in view of others. Appropriate Touch: We encourage ministry leaders to:
Hold a preschool child who is crying,
Speak to a child at eye level and listen with your eyes as well as your ears,
Hold a child’s hands when speaking, listening, or walking with him ,
Gently hold the child’s shoulder or hand to keep his attention while you
redirect the child’s behaviour,
Put your arm around the shoulder of a child when comforting or quieting,
Pat a child on the head, hand, shoulder, or back to affirm him or her.
All touch must be done in view of others.
Inappropriate Touch: The following actions are deemed inappropriate and will not be permitted:
Do not kiss a child or coax a child to kiss you.
Do not engage in extended hugging or tickling.
Do not hold a child’s face when talking to or disciplining the child.
Do not touch a child in any area that would be covered by a bathing suit
(strictly prohibited except in cases of assisting preschoolers as outlined in washroom policies).
Do not carry older children and do not allow them to sit on your lap.
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Crying Children
Crying children need care and compassion. When crying is not due to obvious
concerns (children hurt or sick), please tend to their immediate needs …
1. Engage a child in some activity often stops a child from crying.
Quiet reading
Listening to music
Craft activity
2. Use a quiet corner to allow the child to self-regulate and regain emotions
3. Reassure the child that they are in a safe and fun place.
4. If asked, reassure them that their parents will come back for them.
5. If appropriate, tell them the schedule so they know what is going to happen
next and when their parents will come.
6. Ask other team members to help engage a child.
If a child has been crying for 10 minutes…
Text parents through Beulah HUB or page them through the call box
system (located in nursery).
Alert a member KidZone staff.
Tell the child you have called his/her parent and continue to try to
engage him/her in activity.
When the parent arrives, explain that his/her child was crying, that you
tended to the child’s immediate need and that you tried to engage the
child in activities.
Allow the parent to stay with his/her child and participate in KidZone
If the parent stays, provide a visitor nametag from KidZone Central
If the parent decides to leave with the child, let the parent know how
much we enjoyed having his/her child and that we look forward to
seeing them again.
WASHROOM POLICIES
We strongly recommend that parents take their children to visit the washroom prior
to entering KidZone. Remind parents to do this if they have not done so already.
Children under Grade 5 must be escorted to the washroom by 2 screened KidZone
leaders or one leader and a hall monitor. Ensure the washroom door is propped
open, checking that it is empty and all is in order. Remain outside the entrance and
wait; if they are taking longer than necessary, call the child’s name. KidZone leaders
must never be alone with a child in an unsupervised washroom and never go into a
stall with a child and shut the door. Adhere to the following guidelines:
Nursery/Toddlers (Ages 3 months – 2 years)
We do not change diapers. Page/text the parent or guardian to come change
a dirty diaper. If the child is potty-trained, accompany him/her to the nursery
washroom, leaving the door open while assisting the child.
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Early Childhood (Ages 3 – Kindergarten)
If a preschool child needs assistance in the washroom, a screened leader may
enter the washroom to assist if a second leader or hall monitor has clear sight
lines to the child.
Elementary
Children Grades 1-4 are escorted by a KidZone team leader who should remain
outside the door and wait for the child before escorting them back to the class-
room. Children in Grades 5-6 may go to the washroom with a peer of their
same age and gender if there is a hall monitor present.
Special Needs
If a child with disabilities requires help with the washroom the parent or a hired
aide will assist.
CHILDREN WITH SPECIAL NEEDS
Children with special needs are to be part of our KidZone groups and included in all activities offered. In an extreme situation where a child needs a quiet space, a trained aide or staff may attend to a child 1:1 while keeping in view of others. An established intake procedure, conducted by the special needs coordinator and/or pastor, connects with the family individually to develop a support system to ensure a positive experience in KidZone. It is NOT the responsibility of a volunteer to assess or diagnose a child.
EMERGENCY PROCEDURES
Extreme Weather Policy
This policy applies when parents/guardians are not on site or there are not enough
leaders to be able to provide support in the event where an evacuation of the
building is needed. This may impact various ministries other than Children’s Ministry.
If the following conditions exist (extreme weather, excessive snow, flooding, fire,
etc.) ministry for children at the church will be cancelled and notification posted:
Based on the Environment Canada website for Edmonton and EPS travel
advisories https://weather.gc.ca/city/pages/ab-50_metric_e.html
If the temperature, including wind chill is –30ᴼC or colder at 11 am on the day of the
event, children’s programming will be cancelled.
If the temperature is between –25 and –30ᴼC at 11 am on the day of the event a
decision will be made by the ministry area affected based on the forecast.
If children’s programs are cancelled but adult programming is not, childcare will still be
available.
Notification
Notification of the cancellation will be posted by 11 am of the day in question:
Immediately after a decision is made, notice must be given to the church reception-
ist, the communications department and the custodial team.
Departments will send out emails and call key leaders to phone others.
A notice will be placed on the Beulah website and Beulah Facebook pages.
Evacuation Plan for KidZone
Ministry Coordinators will oversee the evacuation in their areas. The KidZone Leader
in the room will be the Evacuation Point Person. In the event of an alarm, please
follow these procedures:
1. If you hear the fire alarm sound, start evacuation procedures immediately.
Assume it is not a false alarm. Do not wait for someone to come and tell you
that there is an actual fire in the building.
2. Take your attendance roster sheets with you. Close the door and shut off the
lights as you leave the classroom.
3. Lead the children down the hall and out your designated exit indicated (see
evacuation map diagram). Proceed to the muster point at the far end of the
appropriate parking lot and conduct another headcount. (See Appendix A for
Campus specific evacuation instructions.)
4.The children must stay with you at the muster point until their parent/guardian
arrives to pick them up. Confirm identification and record on the attendance
roster that a parent has taken their child with them from the designated area.
In severe weather: The children will be taken to a designated secure
location. (See Appendix A for Campus specific locations) where their
parents will pick them up . Conduct a head check in the parking lot, making
sure that all of the children are accounted for. A Staff Member or Ministry
Coordinator will check that everyone is OK.
Lockdown Procedure for KidZone
A lockdown is an emergency procedure intended to secure and protect children and
adults who are in the proximity of an immediate threat such as a violent or armed
intruder. The lockdown procedure is used when it may be more dangerous to
evacuate the building than to remain inside. By controlling entry, exit and move-
ment within the church, emergency personnel are better able to resolve a threat.
Any person in a position of authority can make that decision (e.g. Security Team,
Head Usher, Pastor, KidZone Ministry Coordinator).
1. If the event happens in KidZone:
The notification for a lockdown will be done verbally to all classrooms
by a KidZone staff leader.
The KidZone leaders will say “GET SAFE.”
CM Pastor/Director will inform through a group text to the Security
Team, Producer, Usher Coach and Pastors what has happened.
2. If the event happens in any other area of the building:
The CM Pastor/Director will communicate with the help of KidZone
leaders, the lockdown verbally to each classroom teacher.
They will say “GET SAFE.”
3. Do not sound the fire alarm; however, if the fire alarm goes off during a lock
down, it is to be ignored unless fire danger is imminent.
4. KidZone leaders clear the hallways. Standing in the classroom doorway,
gather in as many children within eyesight as possible.
5. Close and lock doors. Close
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Lockdown Procedure Continued...
6. Determine where you should hide or evacuate your children (see Appendix
B for Campus specific evacuation instructions).
7. Move away from all windows and doors with windows; use ‘duck and cover.’
8. Take attendance of students in the room (check the roster).
9. All cell phones should be put on silent mode.
10. Be prepared to wait, but stay aleart and ready to move if directed.
11. Evacuate only if directed to do so by police or church officials, unless the
situation warrants immediate movement.
12. To avoid disrupting the evidence or crime scene, parents may be asked to
pick up children from the muster point.
MEDICAL GUIDELINES
Wellness Policy
To ensure the health of children and KidZone leaders, we ask sick children to not
attend KidZone. The Committee on Control of Infection Diseases recommends that
a child should not leave home when any of the following symptoms exist:
Fever (over 38 degrees Celsius)
Vomiting or diarrhea within the last 24 hours
Any symptoms of childhood diseases such as scarlet fever, measles, mumps,
chicken pox, or whooping cough
Croup, common cold, or sore throat
Any unexplained rash or skin infection (boils, ringworm, impetigo)
Eye infection or untreated Pink Eye
Lice (including the presence of eggs or nits)
Dispensing Medication
KidZone leaders are not permitted to give or apply any medications. Parents should
be contacted and will administer all medications.
Epi-pens and Inhalers: In the extreme case where Epi-pens and Inhalers/
puffers are needed for allergies or asthma, an Authorization and Medical Consent Form should be completed and signed by a parent or guardian (see
sample in Appendix); notification will be made on the child’s HUB allergy
information. This form is to be kept on file in the Children’s Ministry or church
campus office.
First Aid Kits
First Aid kits can be found in each classroom or at KidZone Central (Guest Services).
Know where the nearest one to you can be found. Band-Aids may be dispensed,
but any other medical assistance will require the attention of KidZone staff.
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Accidents/Health Conditions
If a child is injured or experiencing symptoms of a health condition, have one of the
other team members take the child from the room to another spot only if it is safe to
move them. In the event of a suspected head or neck injury do not move the child.
Contact a KidZone staff member to let them know what has happened.
You will be asked to complete an Incident Report form (see note below).
Text parent/guardian (or at West campus page the sanctuary call box from
the nursery using the security number on child’s nametag).
If the injury appears serious, call 911 or send someone to do that.
At West Campus ask security to place 999 onto the call box in the sanctuary
which will alert the usher captain and medical people in attendance that
medical help is required.
Incident Reports
Incident Report forms are located in the first aid boxes or KidZone Central (see sam-
ple in Appendix). An incident report must be completed when anything out of the
ordinary (injuries, accidents, behaviours) occur within our programming. These re-
ports demonstrate that we did provide supervision and care during the incident and
that it was communicated to the parents/guardians. Once completed and signed,
return the form to the Children’s Ministry or church campus office.
PLAN TO PROTECT POLICIES
The Plan to Protect policy establishes a rigorous structure for a safe environment for
children, youth, vulnerable adults and ministry personnel.
As a church we are called to protect our vulnerable population . The church also has
the responsibility to protect those who serve our children, youth and vulnerable
adults. Our ministry personnel needs the security of knowing that they are working
in a setting where processes and procedures are in place to minimize the possibility
of any erroneous accusation.
Plan to Protect training must be completed by all KidZone workers within 6 months
of starting service and must be re-certified every 2 years.
Requirements for Volunteer Service
Plan to Protect Policy mandates that all volunteers for KidZone meet the following
requirements for service:
Have attended Beulah Alliance Church for a minimum of 6 months
Complete a Children’s Ministry Application Form which includes:
Signed statement of faith, letter of consent, and confidentiality agreement
Submit a Police Information with Vulnerable Sector Check
Provide 2 character references (not relatives)
Conduct a face-to-face interview
Complete all KidZone Training, including Plan to Protect certification
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Disqualification Policy
All individuals shall be disqualified from working with children, youth or vulnerable
adults at Beulah if they have ever committed any of the following:
All Sex Offenses
Examples - child pornography, child molestation, rape, sexual assault, sexual
battery, sodomy, prostitution, solicitation, indecent exposure etc.
All Felony Violence
Examples - murder, manslaughter, aggravated assault, kidnapping, human
trafficking, robbery, aggravated burglary, drug trafficking, embezzlement,
theft, fraud, child endangerment, etc.
Individuals may be disqualified from working with children, youth or vulnerable
adults at Beulah if they have been convicted of the following within the past 7 years
that would be considered a potential danger to children:
All Misdemeanor Violence
Examples - simple assault, battery, domestic violence, hit and run
All Misdemeanor Drug and Alcohol Offenses
Examples - driving under the influence simple drug possession, drunk and
disorderly conduct, public intoxication, possession of drug paraphernalia
Other Misdemeanor Offenses
Examples - contributing to the delinquency of a minor, providing alcohol to a
minor, theft if the person is handling monies
Individuals who fail to meet the Beulah Leadership Standards and Covenant of
Care Agreement may also be disqualified for service in KidZone.
Anti-Bullying Policy
Our children, youth and vulnerable adults have a right to a caring, respectful and
safe church environment where they will encounter the love of God in action. An
anti-bullying policy is therefore in effect at all times and is clearly communicated
and enforced in KidZone.
If bullying activity is occurring:
Separate the children (or parties involved)
Alert the Children’s Pastor, Director, or supervising KidZone Leader
Complete an incident report
The markers of bullying include:
Imbalance of Power: the bully is somehow bigger, stronger or more pow-
erful than the victim. The victim may be shy, passive, and timid, stand out
in some way, or be unlikely to respond to the bully’s overtures. The bully
consciously selects targets they can overpower.
Intent to Harm: the bully’s goal is to cause emotional or physical harm.
Repetition: the actions are repeated and continue over time. Children oc-
cupy the same bully and victim roles.
Escalation: the actions of the bully may become more aggressive, threat-
ening or violent over time.
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Photography /Videography Policy
Occasionally photographs or videos may be used for ministry promotional or
information purposes. Only Beulah staff members or designated members of the
Beulah Creative Department are permitted to take pictures or videos of children.
Parents and KidZone Team Members MUST NOT take photos or videos of others
without their permission, and never those of the children, youth or vulnerable adults
in their care.
Social Media Policy
As a member of the Beulah KidZone team you have a responsibility to represent
Beulah Alliance Church in a positive light and above reproach. Please think carefully
about the impact of your posts via social media on others.
KidZone Team Members must not post the names, photos, or videos of others
without their permission, and never those of the children, youth or vulnerable adults
in their care.
Only Beulah staff members or designated members of the Beulah Creative Depart-
ment are permitted to post pictures or videos of children on social media; names and
identification are withheld, and doing so is only at the express written consent of
parents or guardians.
Drug and Alcohol Policy
Personnel are not to be impaired while serving or working at Beulah Alliance Church.
Legalization of cannabis in Canada does not change our organization’s legal
obligation to provide a safe workplace and programs. Beulah Alliance Church has a
zero tolerance for the possession and/or consumption of illegal drugs at any time.
Personnel may not possess or consume alcohol or cannabis where minors are
present or where personnel are responsible for the supervision and oversight of
minors, nor during church/program hours.
Volunteer personnel are strongly expected to abstain from recreational/non-
medicinal cannabis use as required in the Volunteer Leadership Agreement.
If minors are found to be in the possession of drugs or alcohol, it will be
confiscated and turned over to authorities. An incident report must be filed and
parents will be notified. Individuals (including minors) under the influence of
drugs or alcohol will be escorted off the premises as they may pose a risk to
other individuals.
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Gender Identity & Gender Dysphoria
Every individual has a right to equitable treatment without harassment and/or dis-crimination on the basis of gender identity or gender expression in accordance with the provisions of the Alberta Human Rights Act. We are committed to creating a safe environment for all individuals. It is also our desire to create a place of welcome, safety and grace. All members of the Beulah community are provided with legal rights to privacy un-der the FOIP Act, Health Information Act (HIA) and the Personal Information Protec-tion Act (PIPA), which includes the protection of information relating to an individu-al’s gender identity or expression. As such, the gender status of all members must be kept confidential, except as permitted or required under the applicable privacy legislation.
REPORTING POTENTIAL ABUSE
According to the Child, Youth and Family Enhancement Act, any person who
has “reasonable and probable grounds” to suspect a child is being harmed or in
danger, has a legal responsibility to report the abuse to child protection services.
For the protection of Beulah’s children, youth and vulnerable adults, all allegations
and/or suspicions of abuse against children youth and vulnerable adults will be
taken seriously.
Reporting Procedure
Immediately upon witnessing an abusive situation, Beulah Children’s Ministry
personnel must:
Make sure that the vulnerable individual is removed from harm.
Call the Child Abuse Hotline to report the incident 1-800-387-5437 (KIDS)
Record what you heard and saw on a Suspected Abuse Report form as soon as
possible and submit to the Children’s Pastor.
Upon hearing of potential allegations of abuse or neglect, Beulah Children’s Ministry
personnel must:
Report your suspicions to the Children’s Pastor; together you will be required to
complete a Suspected Abuse Report form (see sample in Appendix).
Report any inappropriate behaviour of a co-worker to the Children’s Pastor.
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APPENDIX A
CAMPUS SPECIFIC EVACUATION PLAN
WEST CAMPUS KIDZONE
Ministry Coordinators will oversee the evacuation in their areas. The KidZone Leader in the classroom will be the Evacuation Point Person. In the event of an evacuation alarm, follow these instructions:
Early Childhood & Elementary Wings: In case of cold weather, each classroom is equipped
with an emergency backpack and suitcase that contain supplies and blankets. Bring these with you.
Nursery: Exit through the west exterior nursery door and go immediately to the far west
muster point. Use the emergency evacuation wagons and take the emergency backpacks and suitcases with blankets.
In severe weather: The children will be taken to Canadian Tire where their parents may pick
them up there. Do a head check in the parking lot to make sure that all of the children are accounted for.
LIGHTHOUSE CAMPUS KIDZONE
Classroom teachers/volunteers will oversee the evacuation in each of their classrooms and be the evacuation point person. In the event of an evacuation alarm, follow these instructions:
Pre-K & Gr 3-4 classes: will exit through the northwest emergency exit and meet at muster
point B (see attached map) In case of cold weather, each classroom has blankets that they should take with them.
Grade 1-2, Grade 5-6 classes: will exit through the southeast emergency exit and meet at
muster point C (see attached map) In case of cold weather, each classroom has blankets that they should take with them.
Nursery: volunteers (with the help of AV volunteers) will evacuate the children through the
main door (northeast exit) and meet at muster point A (see diagram below), blankets are also available to take in case of cold weather.
In severe weather: The children will be taken to Bonnie Doon Mall across the street, do a
head count after exiting the building to make sure all kids are accounted for.
SOUTHWEST CAMPUS KIDZONE
Ministry Coordinators will oversee the evacuation in their areas. The KidZone Leader in the classroom will be the Evacuation Point Person. In the event of an evacuation alarm, follow these instructions for each class group. In case of cold weather, each classroom is equipped with an emergency backpack that contains blankets and first aid kits. Bring this with you. Exit through the fire exit door located on the lower level of the theatre leading to the exterior of the building.
Early Childhood & Elementary: Leaders will walk children to the muster point. Be sure to do
a head count and do not check any children out with a parent until it is clear to re-enter the building or otherwise notified by Kidzone Coordinator.
Nursery: Leaders will use wagons to walk/carry children to muster point. Be sure to do a
head count and do not check any children out with a parent until it is clear to re-enter the building or otherwise notified by Kidzone Coordinator.
In severe weather: Children will be taken to a safe location TBD where their parents may pick
them up. Be sure to do a head count to make sure that all of the children are accounted for.
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APPENDIX B
CAMPUS SPECIFIC LOCKDOWN PROCEDURE
WEST CAMPUS KIDZONE Ministry Coordinators will oversee the Lockdown in their areas. The KidZone Leader in the
classroom will be the Lockdown Point Person. In the event of a Lockdown, determine where you
should hide or evacuate and follow these instructions:
Nursery & 2-Yr-Olds: Hide in washrooms and laundry area or exit through exterior door.
Early Childhood (Rms 100-104): Hide in corner of room, out of sight of window
Town Square (Rm 105): Hide in Kindergarten room or vacate through exterior door.
Elementary (1 –4) (Rm 108/109): Move to the storage area in Room 109.
District 56 (Rm 110): Move to the storage area in Room 110.
LIGHTHOUSE CAMPUS KIDZONE Classroom teachers/volunteers will oversee the Lockdown in each of their classrooms and be the Lockdown Point Person. In the event of a Lockdown, determine where you should hide or evacuate and follow these instructions:
Nursery: if deemed safe, exit through northeast entrance. If deemed not safe, hide in bathroom underneath counter
PreK-Grade 6: if deemed safe to exit, follow evacuation procedure, if not, each class-room can hide in the opposite corner of where the door is. Tables can be flipped over to also hide behind them, and the supplies closets can be pushed down to block the doors. Window curtains should also be closed to limit visibility into the classroom
SOUTHWEST CAMPUS KIDZONE Classroom teachers/volunteers will oversee the Lockdown in each of their classrooms and be the Lockdown Point Person. In the event of a Lockdown, determine where you should hide or evacuate and follow these instructions:
Nursery & 2-Yr-Olds: Hid between washrooms, out of sight of window.
Early Childhood: Hide in washrooms, out of sight of window.
Elementary (1-4): Hide in corners of classroom near sink, out of sight of window.
District 56: Hide against the wall between the door and window, or in washrooms.
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Suspected Abuse Report Form
Name of Child/Student __________________________________________ Date ___________________ Age of child__________________________ Birthdate _______________________________________ Parent/Guardian(s) Names _______________________________________________________________ Siblings’ Names ________________________________________________________________________ Address ______________________________________________________________________________ Postal Code __________________________ Phone Number __________________________________ Name of Person Filing Report _____________________________________ Phone _________________ Name of Pastor Receiving Report __________________________________ Phone _________________ Name of Social Worker or authorities ______________________________ Phone _________________
Name of alleged perpetrator ________________________________________________ Gender: M F
Relationship between suspected victim and alleged perpetrator _________________________________ Nature of suspected abuse:
physical sexual emotional neglect other_______________
Indications of suspected abuse (including facts, physical signs and course of events): _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________
SAMPLE
Action taken (including date and time) ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ If a child is reporting: What did the child say? (Give quotes where possible) ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ What was your response? ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ Signature ________________________________________________ Date ___________________ Printed Name ____________________________________________ Pastor’s Signature _________________________________________ Date ___________________ Printed Name _______________________________________________ The above information will serve as a guide and will be necessary if a formal report is filed with the police or appropriate government agency. All information received is to be kept STRICTLY CONFIDENTIAL.
AUTHORIZATION AND MEDICAL CONSENT FORM
Student Name _________________________________________ DOB (D/M/Y) ___________________
Address ______________________________________________________________________________
Parent / Guardian Name _____________________________________ Phone ____________________
Allergies _____________________________________________________________________________
Does your child have any physical, emotional, mental, behavioural concerns or limitations that our staff
should be aware of? ⃝ YES ⃝ NO
If yes, please explain _________________________________________________________________
Is your child bringing any medication with him/her? ⃝ YES ⃝ NO
If yes, please list ____________________________________________________________________
The safety of your child is our primary concern. Precautions will be taken for their well-being and protection.
I/we, the parents or guardians named above, authorize the pastor or one of the Beulah Alliance Ministry
Staff to sign a consent for medical treatment and to authorize any physician or hospital to provide
medical assessment, treatment or procedures for the student named above.
I/we, named above, undertake and agree to indemnify and hold blameless the Pastor, the Ministry Staff,
Beulah Alliance Church, its Pastors and Board of Elders from and against any loss, damage or injury
suffered by the participant as a result of being part of the activities of Beulah Alliance Church, as well as
of any medical treatment authorized by the supervising individuals representing the church.
This consent and authorization is effective only when participating in or travelling to events of Beulah
Alliance Church.
I have read, understood and agree with the above and sign it to cover all Student Ministry activities for the
program year effective as stated below.
Parent/Guardian Signature ________________________________________ Date ________________
Effective from the date signed through __________________________________ (indicate expiry date)
SAMPLE
Date: _________________________ Time:______________
Name of Child: ________________________________________ Date of Birth:_______________
Parent/Emergency Contact Notified: _______________________ Date:_________ Time:________ Name
Children’s Pastor Notified:_____________________________ Date:_____________ Time:_______
Name
Brief description of the incident/accident? ____________________________________________
________________________________________________________________________________
Where on the body was the child injured? _____________________________________________
Where did the incident/accident occur? _______________________________________________
Who observed the incident/accident? ________________________________________________
Names
How did the incident/accident occur? ________________________________________________
________________________________________________________________________________
Were other children involved in the incident/accident? No Yes ____________________
Names
Was First Aid administered? No Yes Name of First Aider: _____________________
What First Aid was given? __________________________________________________________
________________________________________________________________________________
Was any further action taken (e.g. child taken to hospital)? _______________________________
Additional information/comments and corrective action taken: ____________________________
________________________________________________________________________________
___________________________________________ __________________________
Staff Signature (person completing report) Date
___________________________________________ _____________________________
Parent Signature Date
___________________________________________ ____________________________
Children’s Pastor Signature Date
Beulah KidZone Team
MINISTRY PERSONNEL HANDBOOK AGREEMENT
I, the undersigned have read and agree to maintain the guidelines and procedures outlined in the Beulah KidZone Ministry Personnel Handbook Agreement in my role as a volunteer and as a representative of Beulah Alliance Church, in order to provide a safe and secure environment for the children in my care.
In addition, I commit to completing the Plan To Protect® certification training within the required 6 month period following my volunteer start date.
Print Full Name _______________________________________________
Signature ____________________________________________________
Date ________________________________________________________
