Introduction
1. Disciples Church is committed to providing a child-safe and child-friendly environment. This extends to how social media is utilised within the context of children’s and youth ministries, as well as online interactions between volunteers and Participants.
2. This policy serves alongside our Child Safety Policy, the SP3 ChildSafe Code of Practice and the Privacy Policy (particularly as it pertains to the use of images).
2. This policy serves alongside our Child Safety Policy, the SP3 ChildSafe Code of Practice and the Privacy Policy (particularly as it pertains to the use of images).
What Is Social Media?
3. Social media is a broad and evolving landscape where people can interact online. Social networks (e.g. Facebook), media sharing networks (e.g. Instagram, YouTube, Snapchat), messaging (e.g. WhatsApp), video conferencing (e.g. Zoom), podcasts, multiplayer gaming, blogs, discussion forums and even file sharing platforms (e.g. Google Docs and Google Photos) are just some of the ways people – and children – connect with each other online.
4. Social media includes all online interactions that occur on any device and platform, where communications and exchanges of any nature can occur virtually. It should be noted that this also includes traditional text messages, phone calls and emails.
5. This document describes relationships and interactions between volunteers and Participants of children/youth ministries as otherwise-unrelated parties. This policy does not apply where there is an existing relationship between the volunteer, the child and their parent (e.g. family, established friendships between adults, MCGs).
4. Social media includes all online interactions that occur on any device and platform, where communications and exchanges of any nature can occur virtually. It should be noted that this also includes traditional text messages, phone calls and emails.
5. This document describes relationships and interactions between volunteers and Participants of children/youth ministries as otherwise-unrelated parties. This policy does not apply where there is an existing relationship between the volunteer, the child and their parent (e.g. family, established friendships between adults, MCGs).
Personal Online Use
6. Disciples Church doesn’t seek to control how its members, and volunteers, use the internet and social media. However, a volunteer’s online conduct should meet the same standard of personal conduct required in children and youth ministries.
7. Volunteers should remember that posting to social media effectively puts that information into the public domain and cannot be retrieved from there.
8. Images and personal details of children in DC ministries must not be published on the personal site/page of a volunteer.
7. Volunteers should remember that posting to social media effectively puts that information into the public domain and cannot be retrieved from there.
8. Images and personal details of children in DC ministries must not be published on the personal site/page of a volunteer.
Interacting With Children Online
9. Volunteers must not make or accept ‘friend’ requests (or equivalent) from Participants in the DC children and youth ministries where that connection allows the users access to each other’s historic posts or private webpage (e.g. timelines).
10. Do not engage in one-on-one chats with Participants. Phone calls and online meetings should be conducted where two Team Members can hear all sides of the conversation. If contact is initiated by the child, keep the conversation transparent, short and honest (e.g. tell them you can’t have a private conversation with them in this mode). While understanding that most chat services don’t expire message threads, the conversation itself must be concluded promptly and moved into the moderated area, or another Team Member invited in to witness the conversation.
11. Be mindful of the reasons a child might be seeking a connection and provide an appropriate method for a conversation to continue if required.
12. Where a child does reach out to a Team Member, that volunteer must advise their Team Leader of the contact and keep a note of the communication.
13. Never film online interactions or take, keep or distribute photos of children (including screenshots) except for the purpose of documenting the program for or by the Team Leader. Images of children must be used with permission.
14. Be aware that even unofficial communications between Team Members and Participants effectively endorse the platform used. The risk assessment of a social media platform should include consideration of the potential further uses of that program.
15. Do not engage with youth via programs that might be inappropriate, or that are linked to other inappropriate media. Inappropriate programs have potential to put children at risk through such means as unsecured chats and photos, possible contact with strangers, exposure to inappropriate material. The Team Leaders should give direction about the social media platforms to use when engaging with youth.
16. Chosen channels should be age-appropriate for the youngest possible Participant age for both safety and inclusiveness. Communications about youth Programs should always be via the most accessible media (usually text to both the youth and their parent).
10. Do not engage in one-on-one chats with Participants. Phone calls and online meetings should be conducted where two Team Members can hear all sides of the conversation. If contact is initiated by the child, keep the conversation transparent, short and honest (e.g. tell them you can’t have a private conversation with them in this mode). While understanding that most chat services don’t expire message threads, the conversation itself must be concluded promptly and moved into the moderated area, or another Team Member invited in to witness the conversation.
11. Be mindful of the reasons a child might be seeking a connection and provide an appropriate method for a conversation to continue if required.
12. Where a child does reach out to a Team Member, that volunteer must advise their Team Leader of the contact and keep a note of the communication.
13. Never film online interactions or take, keep or distribute photos of children (including screenshots) except for the purpose of documenting the program for or by the Team Leader. Images of children must be used with permission.
14. Be aware that even unofficial communications between Team Members and Participants effectively endorse the platform used. The risk assessment of a social media platform should include consideration of the potential further uses of that program.
15. Do not engage with youth via programs that might be inappropriate, or that are linked to other inappropriate media. Inappropriate programs have potential to put children at risk through such means as unsecured chats and photos, possible contact with strangers, exposure to inappropriate material. The Team Leaders should give direction about the social media platforms to use when engaging with youth.
16. Chosen channels should be age-appropriate for the youngest possible Participant age for both safety and inclusiveness. Communications about youth Programs should always be via the most accessible media (usually text to both the youth and their parent).
Permission For Online Children And Youth Programs
17. When a youth program is run in person, parents of Participants have an opportunity to meet and talk with Team Leaders and Team Members at the time and place of the program. Consent is received by parents when signing up to a program (e.g. camp) and when they choose to allow their child to attend at the time. An online program ought to provide parents the same opportunities to be informed and interact with the Team.
18. Only engage with children online where parental consent has been granted. Advise them of the planned activity, its expected duration or schedule, the platform to be used and the steps the Team will take to safeguard Participants. Update both the parents’ and child’s contact details.
19. Always advise the youth and parents details of any online program or activity, including scheduling updates. Ensure that all the relevant information is provided in these communications so that the parents are fully informed by the Team. Include the Team Leader’s contact details for parents to use if they have any questions, feedback or concerns.
20. 'Permission to Proceed' is required for all online youth Programs, or Activities within an existing Program.
18. Only engage with children online where parental consent has been granted. Advise them of the planned activity, its expected duration or schedule, the platform to be used and the steps the Team will take to safeguard Participants. Update both the parents’ and child’s contact details.
19. Always advise the youth and parents details of any online program or activity, including scheduling updates. Ensure that all the relevant information is provided in these communications so that the parents are fully informed by the Team. Include the Team Leader’s contact details for parents to use if they have any questions, feedback or concerns.
20. 'Permission to Proceed' is required for all online youth Programs, or Activities within an existing Program.
Running Online Programs And Activities With Children
21. Online interactions present a raft of new or exacerbated behavioural and safety issues. Some of those risks come from external influences, such as hackers, predators or ‘catfish’ who might try to infiltrate a group and insinuate themselves amongst the children. Some risks come from the Participants themselves, as it is well documented that the online environment can result in looser communications about personal identifying information as well as rapidly escalating conflict.
22. Online programs must follow the same standards expected for physical programs. For example, always have two Team Members in any interaction, maintain the same guidelines of acceptable behaviour and follow the reporting procedure for any disclosures or concerns.
23. Online programs must be monitored carefully by the Team. The scope of the activity should be considered prior to commencement; for example, a chat group started by the Team ought to be moderated as long as it exists, not just within the time planned for the activity. The Team must not simply exit a group in order to end their involvement in the activity; the group must be dissolved before doing so.
24. The following are guidelines for administering online activities:
22. Online programs must follow the same standards expected for physical programs. For example, always have two Team Members in any interaction, maintain the same guidelines of acceptable behaviour and follow the reporting procedure for any disclosures or concerns.
23. Online programs must be monitored carefully by the Team. The scope of the activity should be considered prior to commencement; for example, a chat group started by the Team ought to be moderated as long as it exists, not just within the time planned for the activity. The Team must not simply exit a group in order to end their involvement in the activity; the group must be dissolved before doing so.
24. The following are guidelines for administering online activities:
- Ensure the Participants understand the rules of conduct that you expect
- Only interact with children known to DC programs – be aware of the potential for outside interlopers
- Monitor conversations between children to prevent bullying, harassment, over-sharing, sharing of personal identifying information
- Keep personal aspects such as appearance, race, sexuality and other identity specifics out of conversations
- Closely moderate photo sharing
- Don’t record online interactions or take photos of children, including screenshots, other than for the purpose of the program
- Always have two Team Members in any interaction with Participants
Social Media Pages For Programs
25. All social media pages or websites for programs associated with Disciples Church must be approved by the Lead Pastor and the Media Manager, including major updates to such pages.
26. Parents must be made aware of pages that might involve their children; they should be welcome to join any such groups in order to follow the page.
27. Permission to publish photographs of children must be gained from the parents, as well as the teenager in the case of youth programs. Do not ‘tag’ Participants in photos. Any photographs published on the page ought to be considered part of the public domain even if the page is private (such as a ‘secret’ Facebook group).
28. Do not post identifying information about Participants or the Ministry Team, including uniforms that identify a specific school or location.
29. Be circumspect with personal details posted about upcoming events. Use discretion and take care not to post information that should not be made public.
30. Only current volunteers, Participants and parents of Participants should be members of current Program groups (which will require that membership of the group is periodically reviewed).
31. Social media pages should be administered and monitored by the Team Leader, plus at least one other Team Member / Staff Member / Elder.
32. Social media pages should be set to the highest possible privacy settings, including that all posts must be approved by a page administrator before publishing.
33. This policy was last updated in November 2023.
26. Parents must be made aware of pages that might involve their children; they should be welcome to join any such groups in order to follow the page.
27. Permission to publish photographs of children must be gained from the parents, as well as the teenager in the case of youth programs. Do not ‘tag’ Participants in photos. Any photographs published on the page ought to be considered part of the public domain even if the page is private (such as a ‘secret’ Facebook group).
28. Do not post identifying information about Participants or the Ministry Team, including uniforms that identify a specific school or location.
29. Be circumspect with personal details posted about upcoming events. Use discretion and take care not to post information that should not be made public.
30. Only current volunteers, Participants and parents of Participants should be members of current Program groups (which will require that membership of the group is periodically reviewed).
31. Social media pages should be administered and monitored by the Team Leader, plus at least one other Team Member / Staff Member / Elder.
32. Social media pages should be set to the highest possible privacy settings, including that all posts must be approved by a page administrator before publishing.
33. This policy was last updated in November 2023.