Q. How did the conference determine the ministry requirements that are included in the Rio Texas Conference policy policy?

A. The Rio Texas Conference Trusted Coalition oversees the Rio Texas Conference Child, Youth, and Vulnerable adult safety policy. Each Trusted Coalition team member brings expertise and training to this important conversation. We consider current research on abuse, listen to experts in the field, and prayerfully assess current expectations and best practices that might ensure the safety of the vulnerable in our conference. We strive for excellence as we listen to God and work to identify the most faithful way to keep the vulnerable safe.

Q. What if I am leading a Summer camp, retreat, or ministry?

A. All ministries with children, youth, and vulnerable adults in the Rio Texas Conference must follow the Rio Texas Conference child, youth, and vulnerable adult safety policy. This includes all camps, retreats, and other ministries offered by Rio Texas Conference churches, districts, or the conference office.

Q. How long will it take to move through the application process (Screening and training)?

A. The Rio Texas Conference works alongside Safe Gatherings to screen, train, and review Trusted con Confianza certifications. Approval time will be dependent on how quickly references are received, a background check is processed, and when a person is able to complete the training. While we will work to make this as efficient and as quick as possible it is important that ministry leaders work with us- planning ahead and being intentional in getting persons screened and certified a few weeks before they will be needed to lead ministries.

Q. Why do staff and volunteers need to go through the screening and certification process every two years?

A. This recommendation came in response to much research and conversation with other UMC conferences, insurance companies, and professionals. A 2 year re-check is recommended since it allows time for criminal history to be entered into the system and ensures that we have done our due diligence to confirm that all ministry leaders (Staff and volunteer) have a clear criminal record. This is especially important as it relates to driving records. Screening those in ministry with the vulnerable is required by Texas state law.

Q. Can youth/children under 16 still assist in ministry?

A. We want all persons no matter their age to be able to serve in a variety of ministry roles. The policy does not prohibit youth/children under 16 from serving or assisting. However- it does identify them as vulnerable persons in need of supervision. If you have youth/children under 16 serving they will not count towards your mandated 1:8 certified adult leaders. They can still be trained and invited to assist- just not in a supervisory role.

Q. How does the required 5 year age gap between ministry leaders and participants apply to college students serving with youth?

A. The 5 year age gap is a standard of the industry as recognized by the United Methodist Church and Safe Sanctuaries. This is the minimum standard of our denomination and a standard by which we will be held accountable. Students 18 and older can become certified ministry Adult Leaders and are invited to work as one of the required adult supervisors when they are 5 years older than the oldest participant. To reduce risk, it is recommended that college age Adult Leaders are utilized in ministry with junior high school or elementary school age children. College students can assist with youth less than five years younger, however they will still need 2 unrelated Certified Adult Leaders present.

Q. I have a volunteer who has only visited our church for one month- is there a way to waive the 6-month waiting period?

A. If a person has not been a member of your church for 6 months, you and your pastoral staff might decide to: ask the individual to provide an additional reference that affirms their positive leadership in another place of ministry and/or confirm Trusted con Confianza certification within the Rio Texas Conference.

Q. How will background check results be reported to in the new system?

A. Background check results will be reported to the individual, local church, and conference office via communication from SafeGatherings. The conference office and district superintendents are available to help with this process as questions arise concerning background check results.

Q. How will we handle undocumented volunteers?

A. Persons who do not have the documents needed to complete a background check can serve as an Assistant leader. An Assistant Leader is any person 16 years of age or older who has been through the application and safety certification process, but does not qualify for a background check. Assistant Leaders must work under the Supervision of two Adult Leaders.

Q. How much does the safe ministry certification cost?

A. The Rio Texas Conference covers the administrative fees for every individual completing a Safe Gatherings application.

Individual, local church, and ministry cost: The individual and/or local church/ministry organization pays for a background check that includes: a scan of the national criminal database, 7-year county of residence, and national and state sex registry. If driving will be part of the ministry a driving record check is required too. Churches/Organization can decide how they want to pay these fees. While many churches/organizations pay these fees for their staff and volunteers, others choose to have individuals pay these fees as a part of their ministry or as a donation to the church.

B. The conference office pays the Safe Gatherings administration fees for all individuals who submit an application.

Q. I am a member of a small rural church - does the safety policy apply to my congregation?

A. Yes- All churches, no matter their size, must work to ensure vulnerable persons are safe. Having responsible, screened, trained, and certified adults present is essential to keeping the vulnerable and the adults who work with them safe. This is not a way to limit ministry but it is a way to build ministry that the world can trust. Having a safety policy that is followed by your church says to members and visitors that you take the safety of their children, youth, and vulnerable adults seriously. We want persons in our communities to know we take this seriously and that our churches are safe places where they can bring their children to learn about and experience God’s love. This might require us to do ministry differently. The Trusted Coalition team includes members that serve churches small and large, rural and urban. We know that every context for ministry is unique. We are here to help you develop best practices for ensuring vulnerable persons in your congregations are safe. This might mean walking your space to see how the policy can be implemented in your context, or helping create a volunteer recruitment and support plan. A great resource for this work is: Smaller Church Youth Ministry: No Staff, No Money, No Problem! by Brad Fiscus

Q. In lines 38 & 39 of the Rio Texas Conference Child, Youth, and Vulnerable Adult policy, the Abuse section, Letter D reads: "In the case of Abuse allegations, the senior pastor, District Superintendent, and/or Bishop shall be notified immediately. Parents or legal guardians should be notified in appropriate circumstances.” What would prohibit parents and/or guardians from being notified of an allegation?

A. This guideline is written to protect children who are suspected of being harmed by their parents and/or guardians. If a person suspects that a child has or is being abused by a parent or legal guardian then the parent/guardian should not be notified. Parents/Guardians should not be notified if they are connected to the source of the abuse. The intent is to protect the child from their perceived abuser.

Q. Does the safe ministry policy apply to groups/individuals who are renting space from us?

A. We advise churches and ministry organization to ensure that renters provide the same protections as required by the safety policy. For guidance and best practices for working with outside organizations please see the outside group resource at: riotexas.org/saferesources.

Q. Do outside groups working with children, youth, and/or vulnerable adults have to go through the Rio Texas Conference safety certification process & abide by the same guidelines?

A. All ministries with children, youth, and vulnerable adults sponsored by a Rio Texas Conference church, district, or conference office must follow their church's safety policy and thus the conference policy. If churches decide to proceed in another manner they should do so under the guidance of legal counsel. Check out the working with outside groups resource to help you with this work.

Q. Are Boy Scout Troops, Girl Scout Troops, or other organizations exempt from the Rio Texas Conference policy?

A. If a troup or other organization is a ministry of the church and/or is chartered or sponsored by the church, then they must adhere to the RTC and the local church safety policies. If churches make arrangements for other groups to use their facilities, then they should do so under the advisement of legal counsel. Check out the working with outside groups resource. to help you with this work.