Safe Ministry

Our aim is that children, youth, and adults within our church will be able to safely participate and contribute in appropriate ministry programs.

South-West Evangelical Church Safe Ministry Policy

As of July 2025

AIM

At South-West Evangelical Church (SWEC), we are committed to the Biblical principle of providing safe ministry programs and actively preventing any kinds of abuse against children, young people and adults. Our aim is that everyone within our church will be able to safely participate and contribute in appropriate ministry programs, and that they will be able to safely report any incidents of abuse or safety concerns. We will respond appropriately to all reports in the interest of all those involved.

To build and maintain a safe community for our children and vulnerable adults, we are committed to ensuring that:

All leaders are appropriately screened, trained and appointed,
All programs are led and run in a safe and appropriate manner,
There are clear procedures in place for dealing with incident reports and safety concerns, and
The leadership team regularly reviews these policies and processes.

1. SCREENING, TRAINING & APPOINTING OF RELEVANT LEADERS

All those involved in regular ministry to children and adults on behalf of SWEC undergo a full screening and training process as outlined below.

Relevant leaders will have been regular participants at SWEC for at least six months (or have been given special approval by the church leadership). They will be interviewed and have their potential roles and responsibilities clearly outlined for them.
When needed, relevant leaders may be asked to provide nominated referees (a minimum of 2) to confirm their character. If they have worked with children or young people in the past as a volunteer or employee, previous organisations, churches or employers will also be contacted (a minimum of 2) and they must provide their Working With Children Check number and Date of Birth to be allowed to work with children and young people. Those who are engaged as employees of SWEC will also be required to obtain a criminal record check.
Relevant leaders will have recently completed an approved Safe Ministry Training Course which outlines appropriate behaviour as well as training in how to identify and report cases of abuse (for example, www.safeministrycheck.com.au).
Relevant leaders will have committed to the leader’s Code of Conduct, Leadership Essentials - Above Reproach, and any other documents and policies (such as Social Media Guidelines) that are related to Safe Ministry at SWEC. Relevant leaders are to behave as followers of Jesus and be willing to be held accountable for their behaviour.

Under no circumstances will a person with a criminal record of child abuse, molestation or similar offences be allowed to be involved in children’s or youth ministry and/or be engaged in any leadership in a paid or volunteer capacity at SWEC.

2. APPROPRIATE BEHAVIOUR AND GUIDELINES FOR SAFE MINISTRIES

To provide for and maintain a safe community for our children and adults where they may grow as followers of Jesus, we will ensure that our programs and events are safe and appropriate for those attending. Careful consideration will be given to things such as the activities chosen, the venue, safe ratios of supervision, appropriate child toileting practices, transportation, work health and safety, parental or guardian permission and confidentiality of records kept.

Guidelines for these safe practice procedures are highlighted and discussed in the Safe Ministry Training Course.

To help maintain appropriate standards, we will give all relevant leaders access to ongoing training and adequate supervision in their roles and responsibilities.

All leaders are to complete annual safe ministry course refreshers.

3. Personal Complaints and Incident Reporting Procedure

All incident reports or complaints about persons of concern will be immediately reported to, and handled by, the SWEC Safe Ministry Supervisors.

Safe Ministry Supervisors

Stephen Fei
Brett Jackson
Clarissa Lin
Vania Tam

The Safe Ministry Supervisors will respond to all incident reports and complaints about persons of concern by following the South-West Evangelical Church Safe Ministry Incident Response Process. Any incidents of criminal activity (including child-to-child, adult-to-child and adult-to-adult) will be reported to police. Any incidents of child abuse will be reported to the NSW Government according to the Online Mandatory Reporter Guide. The insurer of South West Evangelical church and the State Ombudsman may also be advised of any allegations of abuse. In certain incidents (as outlined in the Response Process) the Safe Ministry Supervisors will appoint an Independent Ministry Investigator to explore allegations of inappropriate behaviour.

4. REGULAR REVIEW PERIODS

It is the responsibility of the church executive to ensure that this policy and the Incident Response Process is implemented, maintained, and reviewed every two years or as required. This policy is in accordance with the Children and Young Persons (Care and Protection) Act 1998 No 157.

We welcome any questions or comments about this policy and the ways in which we carry it out.

Given the proliferation of digital photography, videography and social media, every care must be taken by volunteers and staff towards the protection of still and video images taken of children and young people.

5.1 Written parental permission is required from a parent or guardian of each child and young person at the beginning of each calendar year for the taking of official photography and video, approved by South West Evangelical Church. If permission is not granted for individual children or young persons, every precaution needs to be taken so that they are excluded from any photography or videography.
5.2 Church approved photography and video, in accordance with 5.1, can be published in official pages of the church’s website or social media. They may not be published or distributed in any other context or on personal pages and social media sites.
5.3 Any other photography or video taken by any other person at church ministries, functions or events must only be of one’s own family or with expressed permission from the parents of the child or young person. Every care must be taken with the personal sharing and online publishing of such photos and videos.
5.4 While teenagers and young people, from time to time, will take photos and video of one another (e.g. in youth group), and not all photography or video taken and shared by children and young people can be reasonably vetted, all precaution must be taken by the leadership so that photos and footage taken will not in any way be offensive, sexual in nature, or used for bullying.
5.5 Adults are excluded from the allowances in 5.4 and are subject to 5.1, 5.2 and 5.3 above. No unofficial photography and video is to be taken and distributed by the leadership of our children’s or young people ministries.

As per our Safe Ministry Policy, the protection of children (under 16) and young people (16-17 year olds) is a priority of SWEC.

These guidelines further outline the safe use of social media by those engaged in ministry to under 18s.

According to the Australian Government, the Online Safety Amendment (Social Media Minimum Age) Bill was passed in 2024 to ban young people under the age of 16 from using certain social media platforms.[1] We adhere to the Australian Government guidelines.Children under 16 years of age are not to be encouraged to use social media platforms. Those engaged in ministry to them must be careful not to be seen to encourage nor be in communication via a social media platform with children under 16 (even if their parents allow it).
There should be no communication with children under the age of 16 via social media.
Leaders are to be above reproach in their posts and activities on social media. Please refer to Appendix C.[2]

All leaders must seek to ensure transparency in ALL communications with children or young people. It is important for communication to always be above reproach, in both content and the way it is communicated. All levels of leaders should ask themselves: if this communication were to be made known to all of the church, would they be considered appropriate? Otherwise we encourage in-person communication. This applies to contact with minors who are volunteering in service in all church ministry and related activities.
Must obtain permission from the parent/guardian to communicate with their child. Applicable to ALL electronic and online platforms.
Must not engage in extended one-on-one private communication with children or young people, especially of the opposite sex.
It is prohibited to engage in one-on-one video calls with children or young people, especially of the opposite sex.
For emails, the child’s parent/guardian is to be the cc field of the email.
Group messaging may be used for longer conversations, but with wisdom and discretion AND parental permission is still needed.
IN ALL CIRCUMSTANCES, it is NOT appropriate for any electronic/online communication with a minor/child in a manner inconsistent with the guidelines for appropriate transparency and to be above reproach - this includes messaging, voice calls, video calling, gaming rooms and chats etc.

Leaders are not to post photos of children and young people without their parents’ permission. (For more information see SWEC Safe Ministry Policy, Point 5.)
Photos you post must be modest and avoid even hints of sexuality. Must be consistent to be above reproach in how as a leader/teacher are witness to others.
Before posting “selfies”, consider your motives for doing so and act with discretion.
It is prohibited to send or receive photos or videos with children or young people. This is applicable to ALL social media platforms.

APPENDIX B: ‘TRANSPORT POLICY’[5]

Our desire is to honour God by being above reproach in all things, erring on the conservative, and taking due responsibility for our care of children and young people’s lives.

1. TRANSPORT BETWEEN HOMES AND CHURCH BEFORE/AFTER YOUTH GROUP OR SUNDAY SCHOOL ACTIVITY

It is the responsibility of parents/guardians to either provide lifts or arrange alternative transport for their children to and from regular children’s/youth events.

2. TRANSPORT WHILE ON CHILDREN’S/YOUTH GROUP EVENTS

Written permission from parents/guardians is to be obtained before children/young people travel in a vehicle driven by a person other than their parent/guardian.
Only drivers on green P’s or higher are to transport children/young people from church to the event or to church site from any event.
All drivers must be responsible and not impaired by alcohol or any other mind altering or addictive substance.
All motor vehicles used must be registered, insured, safe and fitted with appropriate child restraints or safety devices.

3. CHILD PROTECTION (PAY PARTICULAR ATTENTION TO)

To the extent practicable, no leader should be alone in a vehicle with a member of the children’s/youth group even with parental permission, except where the child/young person is a family member. If such a situation is unavoidable/ in the case of an extraordinary circumstance where no one else is available, and the child/young person may be at a greater risk of harm if they were not transported in the car. Another leader and parent of the child/young person must be informed of the trip and be consulted on the reason for this.
It is always encouraged to have more than one adult/leader in a vehicle if transporting only one child/young person. Avoid any alone time with children/young people - comply according to the nature of transparency and above reproach with the SWEC Safe Policy.
As a general rule, leaders should never be alone in private (outside of line of sight of another person) with any child or young person unless they are family members.This protects the child or young person from risk of harm, and it also protects the leader. Being in a vehicle or transporting someone is not an exemption to this rule.

APPENDIX C: ‘LEADERSHIP ESSENTIALS - ABOVE REPROACH’

Seeking to set a Biblical example in leadership (1 Tim 1-3)

INTRODUCTION

If you look at who God chooses to be leaders among his people, he often chooses those who aren’t perfect but willing because so often it is through their weakness that God is glorified (1 Cor 12.9). Therefore, as much as competence as a leader is important, we know that God values both the external and internal (cf. 1 Sam 16.7) and cares more about the trajectory of a person’s character than a perfect person. Therefore, we need to remember:

Not chronology but maturity: That is, it’s not how long you’ve been a believer, but how you’re growing and maturing as a believer that qualifies you for leadership. Leaders are defined not by how many years they’ve been a Christian, but how they’re daily willingness to grow in maturity and to become like Christ.
Not perfection but progress: That is, leaders are not perfect but are believers who demonstrate a daily process of dying to their old self and seeking to live according to their new creation selves (2 Cor 5.17). Leaders will fall and stumble, but they are to be characterised by a humility which turns them to repent and trust in Christ and perseveres in the Christian life.
Not public speaking but Biblical discernment: Not all leaders should have the ability to feel confident in giving a Bible talk, but all leaders need to be wise about the central truths of Scripture. It is important that they continue to grow in being able to bring wisdom, gentleness and nuance to conversation about Scripture and the importance of Jesus to all our lives.

Leaders aren’t meant to be perfect, but they are meant to be people who model humility, repentance and a trust in Jesus that they want those they comfort to embrace. The following quote captures this sentiment well:

Most churches make the mistake of choosing for leaders people who are competent, confident and successful, because they think those individuals will be good leaders and shepherds. In reality, what you really want in a spiritual leader is an individual who has been broken by a knowledge of their own sin and then restored by an even deeper knowledge of God’s grace.

With this in mind, as a leader at South-West Evangelical Church (SWEC) our hope is that you will endeavor to grow in your Christian character in the following areas:

1. HUMILITY AND DEPENDENCE ON GOD

I will seek to constantly grow in humble dependence on Jesus through a personal devotional life, following the example of Christ (Mark 1.35, Luke 5.16) seeking to be a lover of God’s word (1 Tim 1.8) and constant in prayer (1 Thess 5.17)
I will seek to be constant in repentance and confession (1 Tim 1.8, 1 John 1.8-9), with a sorrow that comes from the Lord (2 Cor 7.10)
I will seek to live a life of humility (Rom 12.3, 1 Peter 5.5)
I will seek to turn from the deeds of the flesh (Gal 5.19-21) and grow in the fruit of the Spirit (Gal 5.22- 23)

2. WHOLESOME SPEECH AND LANGUAGE

I will seek to watch my language and humour to ensure it doesn’t degrade God or anything good he has created.
I will strive to genuinely encourage others, seeking to speak good words to each other and to those we serve (Eph 4.15).
I will seek to remove cynicism from my heart, instead replacing it with prayer, encouragement or exhortation.
I will be careful that nothing we say, or do, or wear, can be considered ‘flirting’ or sexually provocative.
I will especially take care with my use of words, language, and images in social media, texts, and emails.

3. HONOURING OTHERS IN RELATIONSHIP

I will seek to be above reproach in all my relationships, especially with the opposite sex.
I will pursue purity, avoiding situations that may put me in a compromising situation.
I will seek to avoid spending significant amounts of uninterruptible alone time with my boyfriend/girlfriend (including traveling alone together for pleasure)
I will seek to be careful in how I present myself to others. I will be careful that nothing I say, do or wear, might be considered ‘flirting’ or sexually provocative.
I will not date - or be romantically linked - to an unbeliever.
I understand for the sake of your ministry team it is generally not a good idea to begin dating your co-leader or team member while you are serving together in leadership. If you do wish to begin a dating relationship with those you lead or lead with, please discuss this with your ministry leader or elder/pastor.

4. HONOURING THOSE WHO I LEAD

I will not abuse the relationship I have with those who I have some leadership of, or oversight for.
I will seek to only provide counsel to those of the same gender.
1. If approached by a member of the opposite sex, I will ensure that a person of the opposite gender is present (preferably their leader).
I will seek to ensure that my interaction with those under my care is above reproach and not open to misinterpretation.
I will not promise privacy before hearing a member’s personal issues.
1. If the issue is illegal or life threatening (or you’re not sure whether these things are true), then I will inform a pastor so that something appropriate can be done about it.
2. If the member requires that you don’t share their situation with anyone else, instead of accepting the situation and promising confidence, suggest that they talk to a pastor instead.

5. FINANCIAL RESPONSIBILITY AND GENEROSITY

I will endeavor to be above reproach in matters of finance.
1. I will seek to organize events in an orderly way. Unless an activity is organised for the specific benefit of a leader (and this should be disclosed to all who attend), I will not benefit financially from any church activities.
2. I will seek assistance if I have questions in the running of an event from an elder or pastor.
I will seek to be financially wise and responsible, and generous with my money.
1. Leading by example in my giving to Gospel work, both locally and internationally (2 Cor 8.7-9).
2. Being financially generous is encouraged but at no point should it be a misuse of financial abuse that adds to the burden of any volunteer, leader, or staff.
I will seek to avoid being a lover of money or engaging in frequent gambling (1 Tim 3.3)
1. Should I find myself addicted to gambling or in debt beyond a means of repaying I will seek out a ministry leader and elder/pastor to seek assistance.

6. BEING ABOVE REPROACH IN OUR COMMITMENT

I will not give up meeting together (Hebrews 10:25). I will prioritise studying the Bible and relating in community. Therefore, I will strive for the below:
1. Attend and participate in a Community Group (CG).
2. Weekly Sunday worship at SWEC.
3. Regularly attend meetings and training.
I will carefully and personally consider - and not compare to others. Although family commitments/events are very important and we should not put church ministry above our commitment to families (Matt 15:3-5), planning ahead and being organised may help reduce any possible conflict between leadership commitments and family events.

7. TRUSTING AND SUBMITTING TO LEADERS

I will seek to model submission to those who have pastoral oversight over me (i.e. pastors, elders and community group leaders). (Hebrews 13:17).

I will seek to be teachable (e.g. being willing to listen to feedback)
I will seek to grow in areas that others think I need to mature in.

I will seek to submit to others in reverence for Christ (Ephesians 5:21)

8. MY FREE TIME

I will seek to uphold a reputation to those inside and outside the church of godliness (1 Tim 3.7), seeking to be discerning in my use of alcohol/smoking, knowing that in all things I seek not my own pleasure but the glory of God (1 Cor 10.31)
Drunkenness is specially shown to be disobedient in the Bible (Ephesians 5:18). I will seek to refrain from drunkenness and will seek counsel if I feel addicted.

9. BREACH OF GUIDELINES

Our sinful nature will often cause us to fall and stumble. Our hope for leaders is not that they seek to present an image of perfection, but one of constant humility and trust in Jesus.
If you fail to live in accordance with these guidelines please don’t panic! Please get in touch with either your ministry leader or pastor as soon as possible, so that we can work with you to heal or resolve any misunderstanding.
If you become aware of other leaders who are breaching these guidelines, then please approach firstly your ministry leader, and if they aren’t available seek out an elder or pastor.

Signature: ___________________________________________________________

Date: ______________________________