Safe Ministry Policy

Background & Governance

This policy sets out how Exchange Church cares for children and vulnerable people. It applies to all staff, leaders, pastors, coordinators, volunteers, trainees and anyone acting on our behalf (“Relevant Leaders”). The Board of Exchange Church reviews these principles regularly and ensures they shape our culture at every level.

Exchange Church is a small-to-medium congregation of about 200 people, with 40–50 children attending Kids’ Church on Sunday mornings. Our programs outside Sunday (e.g. youth group, small groups, camps, ladies and men’s events) are generally family-based, and children are only in our sole care when parents are not present.

 
1. Our Commitment to Safeguarding

1. Biblical Foundation:

We follow Jesus’ example of care: “Let the little children come to me…” (Matthew 19:14, ESV).

 2. Legal Responsibility:

We comply with all State and Federal laws to protect children and vulnerable people.

 3. Informed Participation:

We involve children, families, the disabled and the elderly in decisions that affect them.

 4. Culture of Care:

Safeguarding is embedded in our leadership, training and everyday ministry.

 5. Legislation:

Exchange Church adheres to all legislation and legal requirements in regards operating as a Safe Church.

 
2. Screening & Training of Relevant Leaders

All Relevant Leaders must:

 1. Be Regular Attenders:

Actively participate at Exchange Church before volunteer or leadership appointment.

 2. Understand Their Role:

Have clear role descriptions and responsibilities communicated to them.

 3. Provide References:

Supply referees who affirm their suitability to work with children and vulnerable people.

 4. Safe Ministry Course:

All leaders must complete the Safe Ministry Training Course (www.SafeMinistryTraining.com.au), which covers appropriate behavior standards and reporting procedures. As part of this training, they are also required to read this “Safe Church Policy”, accessed via a link provided within the course.

 5. Reviewing Safe Ministry Content:

Annually all Relevant Leaders must complete a refresher of the Safe Ministry Training course that is specific to their leadership role.

 6. Sign the Code of Conduct:

Commit to following Jesus’ example and be accountable for their behaviour. This is made available to agree to while working through the Safe Ministry Training course. Also Please refer to Appendix 1

 7. Hold a Current Check:

If working with children or youth, hold a valid Working with Children Check (WWCC) Check or Victorian Institute of Teaching (VIT) registration before starting any position involving children. Only those with current WWWC or VIT status, and no disqualifying convictions, may serve in children’s or youth ministry.

Individuals serving in non-child-related ministry roles may begin serving provided they have commenced the application process for a Working with Children Check (WWCC). A copy of their approved WWCC must be submitted to Exchange Church within two months. Failure to provide this within the required timeframe will result in their removal from the ministry position.

 
3. Delivering Safe Programs

When planning any activity:

 1. Risk Assessment:

Choose age-appropriate activities, check venues, and maintain safe adult-to-child ratios.

  2. Facilities & Toilets:

Ensure privacy, supervision and hygiene.

 3. Transport:

Drivers must be authorised Leaders with a valid licence and insured vehicles. Parents must provide written consent for children. Please Refer to Appendix 2

 4. Record-Keeping:

Keep participant details and consent forms confidentially and securely.

 5. Ongoing Support:

Offer continuous training and supervision for all Relevant Leaders.

 
4. Responding to Concerns & Complaints

We encourage openness and will:

 1. Listen Respectfully:

No one should fear ridicule or rejection for speaking up.

 2. Protect Privacy:

Maintain confidentiality and dignity for all involved.

 3. Report Promptly:

Any child-related concern goes to the State Child Protection authority.

 4. Active Encouragement of Reporting:

We explicitly encourage anyone—children, families, staff, volunteers—to report any suspected abuse, sexual or non-sexual, without fear.

 
5. Safe Ministry Supervision and Oversight

All reports or concerns relating to child safety, abuse, or misconduct will be overseen and managed by the Safe Ministry Supervisors. This team is responsible for ensuring that all reports are handled in accordance with Exchange Church’s Safe Ministry “Issue Management Process”. Please Refer to Appendix 3.
Safe Ministry Supervisors

  Lynda Bethell – Safe Ministry Leader
  Todd Hall – Lead Pastor
  Stephen Hickingbotham – Elder / Secretary
  Tom Briggs – Board Member
  Hannah Gibbs

The Safe Ministry Supervisors are tasked with:

  Responding to and managing all reports or disclosures of abuse or misconduct
  Ensuring that criminal matters are reported to Victoria Police
  Notifying the State Child Protection authority and Exchange Church’s insurer where applicable
  Maintaining confidentiality and procedural integrity throughout all investigations

In specific circumstances, as outlined in the Issue Management Process, the Safe Ministry Supervisors may appoint an Independent Ministry Investigator to review allegations involving inappropriate behaviour or breaches of safe ministry standards.

Independent Ministry Investigator

 Robert Hough (Former Church of Christ Minister)

When the appointment of an independent investigator is needed this is to ensure impartiality, transparency, and accountability in serious matters affecting the safety and wellbeing of children and vulnerable people.

 
6. Victoria’s Child Safe Standards

 From 1 July 2022, Exchange Church complies with all eleven standards. In brief:

 1. Culturally Safe Environment:

All children are valued regardless of cultural background. Exchange Church actively supports and facilitates participation and inclusion of all children from all cultures including Aboriginal children, young people and their families in a culturally safe and inclusive environment.

 2. Leadership, Governance & Culture:

Exchange Church continues to meet the requirement of this Standard through its public commitment, culture, governance arrangements, code of conduct and risk-management strategies of this policy.

 3. Child Participation:

Children are encouraged, at an age-related level, to express their views and to participate and provide input regarding their rights, safety and decision making.

 4. Family and Community Engagement:

The family unit is a highly valued, foundational component of Christian living. Families are informed and involved in promoting child safety and wellbeing.

 5. Equity and Inclusion:

The diverse nature of all people is acknowledged within this policy. Equity, as defined by this Standard is a valued Christian tenet. All people, from all walks of life, are welcomed and valued at Exchange Church.

 6. Screening and Suitability:

A screening process, background checking including references and verification of Working with Children Checks is detailed in section 2 of this Policy.

 7. Child-Focused Complaints Process:

We have clear, accessible, and child-focused procedures for responding to complaints or concerns, including those involving child safety (see Section 4).

 8. Staff and Volunteer Training:

We equip our staff and volunteers with ongoing education and training to recognise, prevent, and respond to any abuse including child abuse and to uphold child-safe values.

 9. Safe Physical and Online Environments:

No on-line environment exists to which children are exposed. The risks to child safety in the physical environment have been assessed and minimised.

 10. Regular Review:

We review our implementation of the Child Safe Standards regularly through the Board, ensuring our policies and procedures remain up-to-date and effective. Results are reported across the church.

 11. Continuous Improvement:

Policy, procedures, environment and culture are under constant examination to ensure that

  Policies and procedures address all Child Safe Standards.
  Policies and procedures are documented and easy to understand.
  Best practice models and stakeholder consultation informs the development of policies and procedures.
  Leaders champion and model compliance with policies and procedures.
  Leaders and volunteers understand and implement policies and procedures.

 
7. Service Eligibility & Restrictions

 Exchange Church maintains a zero-tolerance stance for appointing anyone with prior violent or sexual convictions to positions of leadership or direct care of children. To that end:

  1. Mandatory WWCC:
  Every Relevant Leader must hold a current Victorian Working with Children Card. (WWCC).

  2. Leadership Roles Prohibited:
  Anyone with a previous conviction that is known for molestation, sexual abuse or violence will be automatically excluded from all leadership positions and from any role that involves direct supervision of children.

  3. Restricted Volunteer Service:
  If an individual has a known molestation, sexual abuse or violence conviction and holds a current WWCC, the Eldership may, at its sole discretion, permit them to serve in a non-leadership, volunteer capacity, provided they have no unsupervised access to children.

  4. Insurance Acknowledgement & Church Responsibility:
  Our insurance policy does not provide cover for any child-related incidents involving individuals with prior molestation convictions

In cases where the Eldership has authorised such an individual to serve, the Church accepts full responsibility for implementing additional safeguards and for any outcomes that may arise, recognising there is no insurer protection.

Documented Procedure for Complaints & Reasonable Suspicion of Abuse

Purpose
To ensure all complaints and any reasonable suspicion of sexual or other abuse is managed promptly, fairly and in accordance with legal and insurance requirements.

Definitions

  Complaint: Any formal or informal report of inappropriate behaviour or harm.
  Reasonable Suspicion: A fair and practical reason to believe an incident of sexual abuse has occurred, based on verbal disclosure, hearsay, rumour or observance of concerning behaviour.

Procedure

 1. Lodging a Complaint or Report
  Any person—child, family member, volunteer, church attendee or staff—may raise a concern or complaint verbally or in writing to a Safe Ministry Supervisor.
  All reports are treated seriously, documented immediately, and kept confidential.

 2. Preliminary Assessment
  The Safe Ministry Supervisor conducts an initial review to determine whether the report constitutes a reasonable suspicion of abuse in conjunction with the Eldership of Exchange Church.
  If reasonable suspicion exists, the full Issue Management Process (see the “Issue Management section) is activated.

Review Cycle

 This policy is reviewed at least annually by the Board and Safe Ministry Supervisors. The review process includes input from leaders, volunteers, families, and children to ensure it remains relevant, effective, and reflective of our commitment to safety.

The updated policy is distributed annually to all regular attendees of Exchange Church, including all levels of leadership. If any changes are made between annual distributions, the revised policy will be re-issued promptly to ensure everyone remains informed.

Any change to relevant legislation in this area would trigger a review of our Safe Church policy to insure we are compliant.

 
Appendix 1
Leader Commitment (Code of Conduct)

All leaders serving at Exchange Church must commit to upholding the highest standards of integrity, safety, and care in their interactions with children, young people, and vulnerable individuals. The following commitments are grounded in the principles outlined in our Safe Ministry Training and reflect our dedication to fostering a culture of trust, accountability, and Christ like service. These standards apply to all ministry contexts and are essential for maintaining a safe and respectful environment for everyone involved.

Personal Leader Commitment

 1. I commit to conducting myself in a manner consistent with the Safe Ministry Training “Leadership Training Course” when serving at Exchange Church;
      1. I will treat adults, children and young people with respect and value, without favouritism.
      2. I will behave appropriately, being faithful to my appointed tasks, being an example to others, and being careful in how I physically interact with others.
      3. I will never use physical punishment or abusive language – even as a form of discipline.
      4. I will act transparently, as far as possible, ensuring that another adult is present or within eyesight when I am with a child or vulnerable person.
 2. I commit to ensuring that the spaces and activities I’m responsible for are safe and do not put people at risk of significant harm.
 3. I commit to including children and vulnerable people (and/or their carers/significant other) in discussions about decisions that will significantly affect them.
 4. I commit to encouraging openness by listening to people’s concerns with a willingness to support them and help them.
 5. I commit to reporting any concerns or suspicions about harmful behaviours and significant risks to the Safe Ministry Contacts without bias or partiality.
 6. I will submit to the leader screening process to ensure I’m a suitable person to work with vulnerable people.
 7. I will submit to disciplinary steps if I am found to violate these commitments or act in an otherwise inappropriate or illegal manner at Exchange Church.

Appendix 2
Overnight Stays and Travel Policy

Purpose

This section outlines the procedures and safeguards in place to protect the safety and wellbeing of children and vulnerable individuals during overnight stays and travel associated with Exchange Church-sanctioned events (e.g. camps, excursions, and the State Youth Games).

While parents or guardians are generally responsible for the care of their children, there may be circumstances where responsibility is temporarily delegated to approve Church Leaders. In these cases, strict supervision, safety protocols, and child-safe practices must be upheld at all times.

Policy Statement

Exchange Church is committed to creating a safe, inclusive, and supportive environment for all participants, especially children and vulnerable people. The following guidelines apply to any overnight stay or travel organised by the church and must be strictly followed by all staff and volunteers.

A. Overnight Stays

 1. Supervision Requirements
  A minimum of two adult leaders (aged 18 or over) must be present at all times during overnight events.
  A supervision ratio of at least one adult leader for every five children or vulnerable persons is required.
  At least one leader must be of the same gender as the children or individuals being supervised.

 2. Leader Approval and Screening
  All adults involved must be approved Leaders under Exchange Church’s Safe Church Policy.
  Each must hold a current Working with Children Check (WWCC) or a VIT registration and have completed Safe Ministry Training.

  3. Accommodation Standards
  Accommodation must be safe, secure, and appropriate for the age and needs of participants.
  Gender-specific sleeping arrangements must be provided. Leaders must not share sleeping quarters with children.
  Leaders will conduct periodic checks of sleeping areas to ensure safety and compliance.

  4. Emergency Procedures
  A list of emergency contacts for each participant must be collected prior to departure.
  A first aid kit must be available onsite, and at least one leader must hold a valid first aid qualification.
  All leaders must be briefed on emergency protocols and incident response procedures.

  5. Feedback and Reporting Mechanisms
  Confidential and age-appropriate channels must be available for children and guardians to raise concerns or provide feedback.
  All concerns will be responded to in line with our Safe Church reporting procedures.

6. Inclusive Practices

  All participants, regardless of background, ability, or cultural identity, must be respected and supported.
  Individual needs must be discussed with families ahead of time and accommodated wherever possible.

B. Travel for Church-Sanctioned External Events

In accordance with the Victorian Child Safe Standards, Exchange Church requires that all travel arrangements prioritise the safety, dignity, and wellbeing of children and vulnerable individuals.

 1. Transportation Requirements
  All vehicles must be roadworthy, insured, and legally compliant.
  Only authorised Leaders with a valid driver’s licence may transport children.

 2. Parental/Guardian Consent
  Written permission must be obtained from a parent or guardian for each child participating in travel-related activities.
  Consent must include the event details, mode of transportation, supervising adults, and expected travel times.
   

3. Supervision During Travel
  Wherever possible, two adult leaders should be present for any travel involving children or vulnerable individuals. It is acceptable for one adult leader to transport multiple children when necessary. However, in situations where one adult leader is transporting a single child, this should only occur if absolutely necessary and must have prior approval from the child’s parent or guardian. This approval must be provided either in writing or via a text message sent from the parent or guardian’s mobile phone.
Appropriate supervision must be maintained at all transition points (pick-up, drop-off, meal/rest stops).
 

4. Emergency Preparedness
  A first aid kit must accompany all travel groups.
  At least one adult leader must be trained in first aid and know how to respond to emergencies.
  All leaders must carry contact information for all participants’ emergency contacts.
  

5. Legislative Compliance
  Child Wellbeing and Safety Act 2005
  Road Safety Act 1986 (VIC)
  All travel arrangements must comply with relevant legislation, including:
  Breaches of these standards will result in immediate review and possible disciplinary action.

 
Appendix 3
Issue Management Process

Exchange Church is committed to the timely and responsible management of all allegations or disclosures of child abuse or reportable conduct. The following procedures outline our obligations and pastoral response:

Mandatory Reporting Obligations

  - Initial Notification:
  All reportable allegations would be notified to the State Child Protection authority within 3 business days of becoming aware of the allegation as per the legislation.
  - Follow-Up Report:
  Within 30 calendar days, detailed information must be provided to the Commission regarding:
  The nature of the allegation
  Actions taken to date
  Proposed next steps in the investigation
  - Final Outcome:
  Upon conclusion, the Commission must be advised of the findings of the investigation and any disciplinary action taken.

Immediate Response to Suspected Abuse

If there are reasonable grounds to suspect a child has been, or is at risk of being, abused, the following must be contacted immediately:

  The Lead Pastor or a nominated representative
  The Police
  The Church’s insurer

Reasonable grounds may include, but are not limited to:

 1. A child directly discloses they have been abused.
 2. A person close to the child (e.g. sibling, friend, relative) discloses abuse on the child’s behalf.
 3. Observable signs or behaviours give cause for concern (e.g. bruising, fearfulness, withdrawal).

If a child discloses abuse that occurred outside the church (e.g. at home or school), the church must notify the matter to the police and follow established pastoral care protocols. Even if a parent or guardian requests that the abuse not be reported, Exchange Church will uphold all legal reporting obligations in accordance with its commitment to child safety.

Pastoral Response to Disclosures

Any person receiving a disclosure of abuse must respond with compassion and care, ensuring the child feels heard and supported. This includes:

  Taking all allegations seriously without dismissing, denying, or minimising the disclosure.
  Avoiding any probing or investigating. Do not press the child for details.
  Reassuring the child that:
  They are being taken seriously
  The abuse is not their fault
  They were right to speak up
  Immediately contact one of the Exchange Church Safe Church Supervisors.
  Do not initiate contact with the alleged perpetrator regarding the disclosure of an abuse until due process has been established. The Safe Ministry Supervisors will determine when and how contact will occur with the perpetrator and whether the person who received the disclosure will be involved in the process.
  If abuse is recent, preserve any potential forensic evidence (e.g. retain clothing for police).
  Maintaining strict confidentiality throughout the process.

Internal Investigations and Independent Oversight

In addition to mandatory external reporting, Exchange Church reserves the right to initiate an internal investigation when allegations involve any church Leader, volunteer, or participant. To ensure transparency and objectivity:

  The Safe Ministry Supervisors may oversee the investigation internally or appoint an Independent Ministry Investigator if the circumstances warrant external review.
  Investigations will be conducted separate to any police process, and findings will be documented and managed in line with Exchange Church’s disciplinary procedures.

Current Independent Ministry Investigator:
Robert Hough (Former Church of Christ Minister)

Documentation and Record-Keeping

  All disclosures, reports of suspected abuse, and investigation details must be promptly and accurately documented.
  Records must be stored in a secure and confidential location with restricted access.

Internal Disciplinary Actions

  Exchange Church reserves the right to undertake its own disciplinary procedures in accordance with its Constitution.
  Any accused Relevant Leaders will be immediately stood down from all ministry duties pending the outcome of investigations.

  If a staff member is found guilty of abuse including sexual abuse, whether through an internal investigation or by legal authorities, their employment will be terminated immediately, and they will be permanently disqualified from serving in any paid ministry role within Exchange Church.
  If a volunteer is found guilty of abuse including sexual abuse, either through internal investigation or by legal authorities, they will be immediately removed from all ministry responsibilities.

Date Instituted by the Board: 15 May 2025

Date of Last Review by the Board: 15 May 2025