Skip to main content
Login
Register

Safe Sanctuary Policy

Safe Sanctuary Policy — DeKalb Christian Home Educators
Child safety

Safe Sanctuary Policy

DCHE is committed to protecting the children and youth entrusted to our care through comprehensive screening, training, supervision, and reporting procedures.

Last revised: July 2022

Foundation

Why this policy exists

"Let the little children come to me; do not stop them; for it is to such as these that the kingdom of God belongs. Truly, I tell you, whoever does not receive the kingdom of God as a little child will never enter it." And he took them up in his arms, laid his hands on them, and blessed them. Mark 10:13–16

DCHE values homeschooling families and their children. The Safe Sanctuary Policy is a DCHE commitment to protecting our children and youth from mental, physical, or sexual abuse.

Mission

Purpose

The purpose of the Safe Sanctuary Policy is to:

  • Create and implement policies and procedures designed to protect children, youth, vulnerable adults, staff, members, and parent volunteers associated with the activities of the homeschool group
  • Screen all adults engaging with children and youth
  • Train all adults and youth helpers regarding policies and procedures
  • Report suspected incidents of child abuse according to Georgia state law
  • Respond appropriately to a victim
  • Safely store confidential documents
Terminology

Definitions

Source: Georgia Bureau of Investigation

Activity
Any scheduled event or program in which children, youth, or membership is involved.
Adult
A person 18 years old or older (who is not in high school).
Applicant
An applicant to become personnel.
Child or children
Any person from infancy to 12th grade.
Child abuse
As defined under Georgia law, includes: the child is the victim of a sex offense under criminal citations incorporated with the Georgia Division of Family & Child Services; the child's parent/guardian allows the child to participate in an obscene performance; or the child's parent/guardian allows the child to commit a sex offense.
Community partners
Vendor or provider of educational programs and activities for children or youth.
Family unit
A household with a current and paid family membership.
Intern
A screened adult who may lead an educational program or activity under the supervision of DCHE staff or a community partner.
Known sex offender
A person identified as a sex offender as defined by Georgia Code O.C.G.A. § 42-1-12, which includes persons convicted of offenses such as possession of child pornography, sexual misconduct with a minor, solicitation, sexual battery, rape, and incest.
Parent
A mother, father, foster parent, or legal guardian of the child.
Parent volunteer
A parent or responsible adult fulfilling the volunteerism commitment. An unpaid person who conducts or assists with activities within DCHE.
Responsible adult
The adult given responsibility or permission (parental or legal) to make decisions regarding a child or youth.
Roamer
A screened adult who roams the area and makes frequent, unannounced visits to rooms where only one screened adult is present with children or youth.
Safe Sanctuary Participant Covenant
A written agreement to comply with and implement the Safe Sanctuary Policy.
Safe Sanctuaries Team
A team that includes clergy, staff, lay leaders, and other volunteers who oversee policy development and review, the development and implementation of annual training, and the procedures for the inclusion of known sex offenders.
Staff
Any person employed or paid by DCHE who is responsible for activities or administration of programs and duties.
Two-adult rule
A Safe Sanctuary guiding principle that states there must be a minimum of two adults in the room or learning space during any activity or program for children or youth.
Volunteer
An unpaid person who conducts or assists with activities within DCHE.
Youth
Any person or group of children in 9th–12th grades.
Youth helper
A person under 18 assisting with activities involving children at least five years younger than the youth helper. Youth helpers must be under direct supervision of a parent-volunteer, staff member, or instructor. Youth helpers do not count toward the two-adult rule. Background checks are not required, but boundaries training is.
Screening

Volunteer & staff selection policies

All parent volunteers, staff, instructors, community partners, or youth helpers who work with children or youth must be at least 21 years old (exceptions apply for approved youth helpers), or at least four years older than the oldest child/youth.

Parent volunteers & youth helpers
  • Be a current & paid DCHE member
  • Participate in annual Safe Sanctuary training
  • Sign a Safe Sanctuary Participant Covenant
Staff & instructors
  • Complete an application or provide a resume
  • Consent to reference and background check
  • Provide two non-related personal references
  • Undergo a fingerprinted criminal background check
  • Sign a Safe Sanctuary Participant Covenant
Known sexual offenders may NOT work in any DCHE-sponsored activities or programs.
Preparation

Training

Before any contact is allowed with children or youth, one member of each family unit must complete Safe Sanctuary Policy training. Training on issues of abuse is required for all adults who regularly supervise activities for children or youth. Training is offered annually during the August Parent Orientation for new parent-volunteers, staff, instructors, or community partners.

Training materials include: applications (Board/Committee, Parent Share, Instructors, Community Partner), the Family Membership Application, the Background and Reference Check Consent Form, the Safe Sanctuary Participant Covenant, and the Incident Report.

Site director contacts
8:30 AM – 1:00 PM — Coretta Ponder, or admin@dcheeducators.com
1:00 PM – 4:00 PM — TBA
Safety in practice

Supervision guidelines

DCHE uses the guiding principle of the "two-adult rule" — a minimum of two adults must be present at all times during children and youth activities. Parents or legal guardians are their children's supervising leaders and are welcome to observe or screen any staff, volunteers, or instructors interacting with their children.

  • Adults must maintain the two-adult rule in classrooms
  • All classroom and office doors must have a window or remain open with easy viewing from the hallway
  • No adornment on classroom windows
  • If the two-adult rule cannot be observed, a screened, designated roamer will regularly check on groups with only one adult
  • Parents must accompany children to class — no drop-in at the exterior door
  • Parents must retrieve children from class — no child may exit the classroom area unaccompanied
  • Only the parent or designated responsible adult may retrieve the child from the classroom area
  • All on-site one-on-one interactions must:
    • Take place in a room with an open door or in a visible open area
    • Have the permission of a parent or legal guardian
    • Be known to the site director during the co-op day
  • For overnight events at DCHE-sponsored off-premise activities, parents are the supervising leaders for their children or families
  • No youth should drive to/from homeschool co-op days
Digital safety

Guidelines for social media & communication

DCHE protects the privacy and identity of all persons in online writings, postings, and discussions.

  • No parent-volunteer, staff, or instructor may post children or youth without a signed Photo Release from a parent or legal guardian
  • Do not post photos or videos that identify any child's name, address, or other specific identification online or in print
  • All social media groups and pages must:
    • Have the approval of DCHE governing board members
    • Have a signed Photo Release from all people featured
    • Be designated as "closed" groups requiring administrator approval
    • Tag parents when their child's photo is used
  • No private communication (social media, message boards, or texting) with children
  • Do not use platforms promising discreet or secret conversations (SnapChat, Discord, Facebook Messenger, etc.)
  • Only use approved group communication platforms (Slack, Band, Heja, GroupMe)
  • No adult may initiate a private connection (friending, following, tagging, etc.) with a child on social media
  • If a child initiates a connection, the parent must be notified and all future communications must include the parent
  • If an adult or youth helper receives a questionable private text from a child:
    • Immediately end the conversation in the virtual space
    • Notify the parent and the site director
    • Directors will initiate an investigation and complete an Incident Report within 48 hours
Any adult or youth helper found to have violated Safe Sanctuary standards by committing sexual abuse or having inappropriate contact will not be allowed contact with children or youth and must be immediately reported according to the Reporting process below.
Mandatory reporting

Reporting

All reporting of alleged or actual incidents of abuse must strictly follow Georgia law. DCHE requires reporting of child abuse. Those "having reasonable cause to believe that a child has been abused shall report or cause reports of that abuse to be made."

  1. Immediately secure the safety of the child or children
  2. Notify the parent and the site director
  3. Complete an Incident Report detailing the communication within 24 hours
  4. File reports by calling 1-855-GA-Child (1-855-422-4453) or online at cps.dhs.ga.gov
If you believe a child or youth is in imminent danger, call 911 immediately.
Important: If the site director is unavailable, notify law enforcement directly. It is never the responsibility of a worker with children or youth to investigate allegations of child abuse. The DCHE Board of Directors will review the Safe Sanctuary Policy at the Annual Board Meeting.
Response

Response plan

As caring Christians, we are committed to protecting and advocating for children by providing support, information, assistance, and intervention. It is a legal and moral responsibility to report suspected abuse. Do not investigate or question the child.

We intend to act as an advocate for all DCHE members. We seek to provide a supportive atmosphere, offering both objectivity and empathy, as we seek to create a climate in which healing can take place.

If abuse is suspected by, observed by, or disclosed to a volunteer, staff member, instructor, or member, that person must follow reporting requirements and report the incident immediately.

An Incident Report must be completed by the concerned adults or site director within 24 hours of the incident. Parents and/or guardians will receive a copy of the Incident Report.

Oversight

Accountability

Every effort is made to ensure the Safe Sanctuary Policy is accurately executed. The following steps must be completed:

  • Annual Safe Sanctuary Policy review with parent volunteers, staff, instructors, and community partners
  • Confidential "Incident Report" filing system
  • Annual Safe Sanctuary Policy presentation at the August Board Meeting and Open House
Appendix

Forms & documents

Background and reference check consent form

All staff and instructors who work regularly with children or youth must provide an application with at least two non-related references. We recommend supplying contacts who can attest to professional ability and personal character. Background checks are completed via CRIMCheck.

Name
Email
Position applying for
Reference one
Name
Phone number
Email
Reference two
Name
Phone number
Email
Turn in to the staff member who supervises the position you are applying for, along with the Safe Sanctuaries Covenant.

Safe Sanctuary participant covenant

DeKalb Christian Home Educators, Inc. is committed to providing a safe and secure environment for all children and youth. All members must comply with the following covenant:

  • I understand no adult or youth convicted of any sexual abuse defined by Georgia Code O.C.G.A. § 42-1-12 is allowed to serve in activities
  • I understand all parent-volunteers, staff, instructors, or community partners must complete the annual Safe Sanctuary Training
  • I understand staff and instructors must complete a background and reference check
  • I will follow the two-adult rule requiring a minimum of two adults present during children and youth activities
  • If I witness any child abuse, I will immediately secure the safety of the child (if imminent danger, call 911)
  • I will report any sex abuse defined by Georgia Code within 24 hours
  • I will respect and follow all guidelines for social media and communications, including no posting without consent and no private communication with children without parental consent
  • I have read this Safe Sanctuaries Participation Covenant
  • I agree to observe and abide by the Safe Sanctuary Policy set forth
Signature
Printed name
Date

Incident report

This form is to be completed by any adult regarding a Safe Sanctuary incident.

Person who received disclosure
Class or activity
Adult supervisor
Persons involved
Parents / legal guardians
Address
Phone (home / cell)
Date and time of incident
Describe the incident
  • Description of the incident
  • Where did the incident occur?
  • How did the incident happen?
  • Names of adults supervising at the time
  • Names of any other witnesses
  • When was the incident shared with staff?
Follow-up actions
  • Date of meetings with persons involved
  • Were existing background checks updated? Were Safe Sanctuary practices reviewed?
  • How was the person made aware of how the action resulted in a report?
  • Were parents/guardians notified? By whom and when?
  • Who followed up with the person who reported, and when?
Signature
Date
This form and all supporting documents are confidential and may only be disclosed to law enforcement, GA DFACS, and the parents of the children involved. A copy will be provided to the parents.

Report of alleged abuse — follow-up form

To be completed by the Safe Sanctuary Team Lead or Site Lead during the Annual Board meeting for accountability.

Position of the accused
Age of victim
Nature of abuse
Site / location
Date(s)
Time(s)
Date information was given
When was DFACS / law enforcement contacted?
Who contacted them?
Who has received this information?
Name / signature
Date
Back to membership