9. DRAFT Risk Management, Child Protection & Mandatory Reporting

9.1 Principles

The welfare of campers, especially children, youth and vulnerable persons, is always the first priority. Every camper and staff member has inherent worth and must be treated with respect. Abuse in any form is never acceptable and will not be tolerated. Concerns and disclosures are taken seriously, acted on quickly, and reported to appropriate authorities. Directors and staff follow both church policies and applicable provincial/state law.

9.2 Protection Barriers

Protection barriers are practical, everyday safeguards that reduce the opportunity for abuse and protect both campers and staff.

Two-deep leadership: Minimum of two screened adults - Registered P.A.L. (see Section 5 — Certification Requirements) present for all activities with minors.

Visibility: One-on-one conversations happen in open, observable spaces—not behind closed doors, in isolated areas, or in vehicles alone.

Appropriate ratios: Supervision ratios by age group followed at all times (check local policy).

Safe sleeping arrangements: No adult sleeps alone in a room with a single minor; mixed-gender sleeping spaces separated.

Transport standards: No adult drives alone with a single minor when avoidable; if unavoidable, parents are notified in advance.

9.3 Appropriate Behaviour & Boundaries

All staff and volunteers model healthy, respectful relationships. Remain calm and resist any temptation to react immediately to situations. Pause, separate, investigate and gather relevant staff to discern action together before taking action.

Examples of APPROPRIATE behaviour:

Using names and pronouns that campers request. Offering side-hugs or high-fives instead of full-body hugs unless different contact is clearly camper-initiated and appropriate. Keeping doors open or staying in public view when meeting with a camper one-on-one. Using encouraging, non-shaming language when redirecting behaviour.

Examples of INAPPROPRIATE behaviour (may result in removal):

Sexualized comments, jokes, or innuendo directed at or within earshot of minors. Flirting with campers or developing private, secret relationships. Private electronic messaging with campers (texts, DMs, snaps) not transparent to other leaders. Weapons, alcohol, drugs including plant-based substances. Any physical discipline, including hitting, grabbing in anger, or restraining except to prevent immediate harm. Sharing personal trauma stories or graphic details that burden or frighten campers.

9.4 Mandatory Reporting & Responding to Abuse or Neglect

Directors and staff are required by law jurisdictions to report suspected abuse or neglect of minors.

If a camper discloses abuse or you suspect abuse:

1. Ensure immediate safety. If someone is in immediate danger, call emergency services.

2. Listen calmly. Do not interrogate or push for details. Thank the camper for telling you.

3. Do NOT promise secrecy. Say: "I may need to share this with people who can help keep you safe."

4. Document what you heard as soon as possible, using the camper's own words. Include date, time, location, and who was present. Take a voice note immediately on your phone following the way the conversation was initiated and what was said.

5. Notify the Director (if you are not the Director) and the on-call child protection lead for the Mission Centre.

6. Make the mandatory report to child protection services or the designated authority in your province/state.

7. Inform appropriate church leaders as directed by Mission Centre policy. Do NOT investigate or confront the alleged abuser.

8. If the alleged abuser is staff or volunteer at camp, immediately remove them from all contact with campers.

9.5 Mental Health & Suicide Risk at Camp

Camp is often an intense emotional environment. Directors need a simple, clear plan for responding when campers are in distress.

Signs that require immediate attention:

Talk of wanting to die, "not wanting to be here," or feeling like a burden. Self-harm behaviours (cutting, burning, hitting themselves) or fresh non-accidental wounds. Extreme withdrawal, panic attacks, or sudden changes in behaviour. Statements about plans or access to means for suicide or serious self-harm.

Basic response steps:

1. Stay with the person or ensure another trusted leader remains with them in a quiet, visible place.

2. Speak calmly, validate feelings, and avoid minimizing ("It's not that bad").

3. Alert the Director and Medical/First Aid Lead immediately.

4. If there is any indication of imminent risk (plan, intent, means), contact emergency services right away.

5. Contact parents/guardians as directed by Mission Centre policy.

6. Document the situation factually and store records securely.

Do not attempt to provide therapy. Your role is to provide safety, care, and connection to appropriate professional help.

9.6 Dismissal of Campers & Staff

Reasons a camper might be sent home:

Serious, ongoing behaviour that threatens the safety or well-being of others. Possession or use of weapons, illegal drugs, or alcohol. Repeated violation of critical camp rules after clear warnings. Medical or mental health needs that can no longer be safely managed on-site.

Reasons a staff member might be removed:

Violation of child protection or conduct policies. Use of substances that impair judgement while responsible for campers. Bullying, harassment, or abuse of campers or other staff. Failure to follow direct safety instructions from the Director.

When dismissal is necessary:

1. Consult with Mission Centre contact if time allows. 2. Ensure the person is supervised and safe while arrangements are made. 3. Contact parents/guardians (for minors) with calm, factual explanation. 4. Document reasons, conversations, and next steps in writing. 5. Debrief relevant staff after the person has left. Identify what specifically needs to be shared with other staff and/or campers.

9.7 Documentation of Concerns & Warnings

Document all concerns, warnings, and issues as they arise. Use a simple log with: Date and time. Description of the concern or incident (facts only). Who was involved. Actions taken. Who was notified. Follow-up plan.

The camp director (or designate) completes incident / bodily injury report and submits to Director of Camping and Campgrounds. Store documentation securely and share with Mission Centre as appropriate. Good documentation protects campers, staff, and the church.

9.8 Overnight Stay Between Consecutive Camps for Minor Staff (CMC Guidelines, July 2026)

To reduce unnecessary travel, an overnight stay between consecutive camps for minor staff may be approved, subject to the following conditions.

1. Parental/Guardian Permission

Written permission must be obtained from the parent(s) or guardian(s) of each minor. The permission must acknowledge that they understand and support the overnight stay between the conclusion of one camp and the beginning of the next.

2. Adult Supervision and Emergency Contact

Clear expectations and timelines must be established between the parent/guardian, the outgoing Camp Director, and the incoming Camp Director regarding responsibility for the minor during the overnight period. A Registered P.A.L. (Program Activity Leader) who is remaining on the campground must be identified as the responsible adult. This individual will serve as the primary contact should a situation arise requiring transportation off the campground or other immediate assistance.

3. Accommodation

Safe and appropriate accommodations must be available and assigned for the overnight stay.

4. Meals

Meals during the overnight period will be provided in one of the following ways: the parent/guardian provides food for the minor; or, with the agreement of the outgoing Camp Director, camp cook, and campground personnel, leftover food from the concluding camp may be used, provided all applicable food safety standards are maintained.

5. Conduct and Safety

During the overnight period: Swimming is not permitted. Staff are expected to conduct themselves in accordance with Community of Christ camping standards, campground policies, and the Community of Christ Code of Conduct. Individuals are responsible for maintaining their accommodations, respecting quiet hours, and helping ensure the campground is left in good condition.

9.9 Bodily Injury & Illness Reporting (CMC Official Form)

In case of injury or illness requiring emergency medical attention, notify CMC and Risk Management right away.

All reportable incidents: notify Sam Smalldon, sam@communityofchrist.ca, 403-586-2702. Incidents at camps: also copy the Director of Camping and Campgrounds, vonda@communityofchrist.ca.

Complete the Bodily Injury and Illness Report Form for every reportable incident. The form captures: date, time, and exact location of occurrence; who reported it and their contact information; incident type (accident, ill health, violence, other); what happened, in detail; first aid provided, by whom, and further medical treatment if any; the affected person's details (adult, youth, or child), parent/guardian contact if a minor; witness names and contact information; and whether a member of the Canada Mission Centre Presidency was notified, with date and time.

Open the official form here: Bodily Injury and Illness Report Form (PDF). This link always opens the current Canada Mission Centre version. See Appendix I for what the form asks.

9.10 Camper Dismissal — Detailed Procedure & Suspension from Future Camps (CMC Official, August 2026)

This supplements Section 9.6 with CMC's detailed dismissal procedure.

It is the hope that we never have to send a camper home during a camp experience. We may send a camper home because of: inappropriate behavior; use of drugs, alcohol, or vaping at camp; sexual activity; disrespect shown towards staff or other campers on repeated occasions; self-harming behaviour; or refusal to participate in the camp experience.

The Camp Director and appropriate leaders at the camp should work with the youth in an effort to allow for transformation so they can fully participate in the experience. This might include getting the parent(s)/guardian(s) involved. If this does not happen, notify the parent(s)/guardian(s) about the situation and the decision to dismiss the child from camp (see Appendix F for recommended conversations).

If it is determined that a youth needs to be sent home, it should be done in a way that is as healthy as possible, keeping communication open with the individual so further ministry can occur with them and their family. The parent(s)/guardian(s) are responsible for coming to the camp and picking up the child. If the camper (18 and under) drove themselves to camp, contact the parent(s)/guardian(s) for approval before letting the camper leave. Once approval is given, you may give the car keys to the camper. If approval is not given, the parent(s)/guardian(s) will need to arrange for the camper to leave camp. If the camper is older than 18, give the parent(s)/guardian(s) a courtesy call to let them know the child left, or will be leaving, in their own vehicle.

Notify the Director of Camping and Campgrounds right away of the decision to dismiss a camper. You may also need their assistance if the parent(s)/guardian(s) refuse to pick up the child. If abuse were involved, the Mandatory Reporting procedures in Section 9.4 fall into place.

Suspension or Expulsion from Future Youth Camps

The Mission Center Camping Specialist makes the decision to suspend or expel a child from future camp participation, in consultation with the family, Camp Director, Director of Camping and Campgrounds, or appropriate Mission Center staff. A Camp Director should not tell a child or their family that they will not be allowed at future camps until the Mission Center Camping Specialist has communicated the decision. The Mission Center President of record would need to support this decision.

9.11 Canceling a Youth Camp (CMC Guidelines, August 2026)

Mission Center leadership hopes that we never have to cancel a youth camp. There are reasons that this may happen, though. The reasons we may cancel a camp are: it does not meet the minimum camper policy; we are not able to recruit enough staff; we are not able to recruit required youth camp staff roles, including a Camp Nurse, Camp Cook, etc.; or the campground has an unexpected emergency and isn't able to host a camp for that week.

We will make all efforts to cancel the camp no later than two weeks prior to camp. We may make appropriate alternative options available, including blending two similar youth camps or having more than one camp at a time at the campground.

The final decision to cancel a camp resides with the Director of Camping and Campgrounds in consultation with the camp director (see the Decision Rights Matrix, Section 3). Mission Center leadership will make the appropriate announcement when that unfortunate decision is required. Payments will be reimbursed within two weeks.