Youth Ministry Policies and Procedures, Episcopal Diocese of the Virgin Islands 10-08
Authority
The Missioner to Children, Youth, and Young Adults (CYYA), acting on behalf of the bishop, is the authority figure for all youth oriented events, gatherings, and meetings sponsored by the Bishop’s office and Youth program. The missioner acts and upholds canon law of the Diocese of the Virgin Islands and the Episcopal Church, and must make decisions according to preserving the physical and emotional safety of minors according to all available guidelines and policies as mandated by the bishop of the Diocese of the Virgin Islands.
Smoking
Diocesan youth events are non smoking. Adults who smoke are asked to leave the premises or to do so away from minors.
Adult to Student Ratio
The Diocese of the Virgin Islands youth program will maintain a ratio of 1 adult to every 5 students at all Diocesan Events, including any meeting or gathering sponsored from the Bishop’s office or staff. Adult Staff (Definition below) will include proportionate ratios of male and female members.
Adult Staff
There is an expectation that for every parish sending more than 6 youth, one adult sponsor should also be present for that congregation. This is so there is a bridge between the event and the adult leadership of the home parish. Adults are expected to be at least 19-years old (or have completed or be in their first year of college) for High School events. Adults are expected to be at least 18 years old for Middle School Events. There will be both male and female staff in equal numbers for all events. All of these adults should have completed Safeguarding God’s Children Training and have a reference and/or background check. Please call the CYYA Missioner for any exceptions to this policy. Adults are expected to be present at every pre-event planning meeting. Missing more than one planning event will be grounds for removal from staff.
Presence: All participants, youth and adult, are expected to be present from the time the program begins to its conclusion. Please contact the CYYA Missioner for exceptions to this policy.
Travel to and from Diocesan Youth Events: It is the responsibility of the parents and youth leaders of a congregation to provide transportation to and from diocesan youth events. It is also the expectation that an adult will transport young people to and from these events.
Sleeping accommodations: All diocesan youth events must provide 8 hours of scheduled time for sleep on all overnight events. It is never appropriate for two people to share a bed or other sleeping space (i.e. sleeping bag), or for a young person and an adult to share a bed. Males and females (both youth and adult) should sleep in separate rooms at all events and have separate access to bathroom facilities. It is desirable that youth and adults should have separate sleeping quarters, and, when possible, separate bathing facilities or unique bathing schedules. If separate sleeping quarters for adults and youth are not possible, adults should sleep at a different end or side of the room.
Boundary/rule infractions
Boundary/rule infractions and misbehavior must be addressed immediately.
ALL behavior issues MUST be brought to the attention of the CYYA Missioner, or acting Adult in charge:
no matter how small.
even if you have handled it yourself.
even if the Director is not on site with you that weekend.

All involved in an incident may be asked to fill out an “Incident Report” or to provide
written documentation of what they witnessed.
You do have permission to call other youth out on their behavior.
Please keep in mind that striking a young person is never appropriate.
Medications
It is preferred that Students bringing medications must bring them in pill organized by dosage and time administered, only bring enough needed for the time they are in attendance at a youth event. All medications must be turned into the adult responsible for distribution of the medications on the weekend. (adults will receive training from a medical professional) The medical release forms should reflect all medications that both youth and adults are currently taking.
Medical emergency
In case of a medical emergency, the medical release form must accompany the minor to the Hospital or Urgent Care Facility. In the event that we transport a minor or an adult to the hospital or Urgent Care Facility, two adults must accompany that person. If that minor has an adult from their congregation attending the event, that adult will be one of the adults accompanying the minor for treatment, the other designated by the CYYA Missioner. Medical care attention is primary. The parents/guardians will be notified as soon as it is possible, as will the other adults on the weekend, and the attendant’s clergy if appropriate.
Cancellation Policy
Every diocesan youth event is planned based upon an expected number of participants. This number is usually estimated according to the event's attendance numbers in years past. Registration fees from participants are necessary to pay for the event, including meals, accommodations, supplies, and t-shirts.
Event registration deadlines are set early enough so that event planners will know if the event can remain financially viable. Late registration makes this difficult, as often an event site's cancellation policy requires a certain amount of time prior to the event date. If registration should fall terribly short of the budgeted estimate, the event will be cancelled. Registration fees will be refunded should the event be cancelled by the event coordinators.
REGISTRATION FEES ARE NON-REFUNDABLE, except in the case stated above. Should a participant cancel his or her registration, fees paid will be forfeited
Musical instruments and technology
Any staff or participant of a Diocesan Event who brings a musical instrument or technology to an event does so at their own risk. The Diocese of the Virgin Islands will not take responsibility or lost or stolen items.
Design Team Responsibilities
People who have committed to working on a design team for a diocesan event must be present at all pre-event gatherings. Failure to miss more than one such meeting will be grounds for removal from the team. Although every effort will be made to provide all necessary materials and equipment for the event, design team members must be prepared to accept a certain level of responsibility for financial requirements in terms of transportation, personal equipment, items for the event in question, and personal effects such as musical instruments and technology.