Step-by-Step Response Plan

Notice & Listen

  • Listen calmly.
  • Do not promise confidentiality.
  • Reassure the child:
    "You did the right thing by telling me."
  • Document what was said in the child/youth’s words.
  • Ask:
    •   ○ When will I see this person again?
      ○ What’s the level of urgency?
    (are my next steps immediate- call 911 or within 48 hours notify DFPS through reporting website/phone number)

Document

    • Who was involved?
    • What occurred?
         (Use specific, direct observations or quotes — avoid assumptions.)
    • When and where did it happen?
    • Who else was present, if anyone?
    • Date/time of documentation
    • Your name and contact information

REPORT (MANDATORY STEP)

  • If an emergency - someone is at risk of immediate harm call 911
  • If not an emergency make a report within 48 hours to:

    • Texas Department of Family and Protective Services (DFPS)
          • Phone: 1-800-252-5400 (24/7)
          • Online: www.txabusehotline.org
             (for non-emergencies)

    THEN notify your supervisor/ministry leader according to your church’s policy (typically the Senior Pastor or designated Safe Ministry contact).

    First, make your mandatory report to DFPS (See above), then report all incidents that occur on church property to your District Superintendent, who will advise on next steps.

    Record:
         • Date/time of your report
         • Who you reported to
         • Any further actions taken

    REMEMBER: You are still responsible for reporting, even if your supervisor also makes a report.

  • If an adult is acting inappropriately: Calmly address the behavior. Step in and speak privately if appropriate.
  • If children/youth are causing harm to one another: Intervene, redirect, and offer support.

    • Then:

  • Follow your church policy for notification
  • Inform the Senior Pastor or designated staff leader
  • Meet as a leadership team to determine next steps
  • Keep information private. Only share with required persons (supervisor, DFPS).
  • Do NOT discuss the situation with other volunteers, staff, or community members.
  • Do NOT speak to media. If approached, respond:

    "Thank you for reaching out. I will connect you with our designated spokesperson. May I have your contact information?"

    Senior Pastor should notify the Rio Texas Conference Communications Director (210) 408-4500

    Say:

  • "Thank you for telling me."
  • "I'm so sorry this happened. You're very brave."
  • "You’re not alone. It’s okay to feel upset."
  • "It’s my job to help you get support. I’m going to tell someone who can help."

    • Avoid saying:

  • "I won’t tell anyone."
  • "The person who did this is evil."
  • "I’ll make sure this never happens again."
  • Trust your instincts
  • Document and consult your supervisor
  • When in doubt, report

    ↳ Go to Step 2

    ↳ Go to Step 3

    ↳ Follow up per DS or Conference guidance

 

Bottom Line

  • You are legally required to report. Notifying your supervisor does not fulfill this requirement.

  • Reports protect children and vulnerable people — and they are requests for investigation, NOT accusations.

  • The Church must never discourage reporting.

For questions or clarification, speak with your Safe Ministry Coordinator, Senior Pastor, or the Rio Texas Conference Safe Ministry Team.

Thank you for being a trusted, safe adult in ministry.