adult leaders welcome packet 2018 · do not need extra things to distract us from the overall...

WELCOME PACKET—ADULT LEADERS

1

ADULT LEADERS WELCOME PACKET 2018

Catholic Newman Center Western Washington University

Melina Sergent— Agape Program Supervisor

253-310-3203 [email protected]

714 A North Garden Street, Bellingham, WA 98225


2

“And what does the Lord require of you but to do justice, and to love kindness, and to walk humbly with your God?” Micah 6:8

Welcome to Agape 2018! We are truly excited for you to be joining us in our mission to foster environments

where participants can serve the migrant community of Whatcom County and grow in their Catholic faith. Our

hope is that through service youth will understand Christ’s presence in every person they meet, and through this

recognition, positively impact the migrant community.

We thank you for providing this opportunity for your youth and we know you have put forth a lot of effort and

preparation to make sure the week will run smoothly. We are here to help make that possible. In this packet you will find:

Agape Mission…………………………………………………………………………………………………...... 3

Group Leader Check List………………………………………………………………………………………... 3

Agape Group Leader Expectations……………………………………………………………………………… 4

Agape Adult Leader Expectations......................................................................................................................... 5

Agape Expectations for the Week……………………………………………………………………………….. 6

Overall Agape Information………………………………………………………………………………………. 7

Sample Agape 2018 Schedule…………………………………………………………………………….………. 8

Donation List……………………………………………………………………………………………………… 9

Donation List Continued…...…………………………………………………………………………….………. 10

Agape Packing List……………………………………………………………………………………………….. 10

Directions to Sacred Heart Parish……………………………………………………………………………….. 10

Fundraising Ideas………………………………………………………………………………………………… 11

Adult Release of Liability/Medical Release…..…………………………………………………………………. 12

Code of Behavior and Norms for Adult Leaders……………………………………………………………….. 13

Photograph and Video Consent Form……………………………………………………………………….….. 14

Archdiocese of Seattle Transportation Policy……………………………………………………………….….. 15

Volunteer Driver Information Sheet……………………………………………………………………….……. 16

We hope you find this packet helpful as you prepare for Agape. We are excited and blessed to be in the

fourteenth year of Agape; providing opportunities for youth to serve the migrant community of Whatcom

County. We are here to make this the best experience possible. Please let us know if there is anything we can

do to assist you. The Program Directors will be in contact before your week to welcome you to Agape and

answer any questions. If you have any comments, questions or concerns please do not hesitate to contact us.

In Christ’s Love,

Melina Sergent

Agape Program Supervisor

[email protected]

253-310-3203

WWU Catholic Newman Center

714 A North Garden Street,

Bellingham, WA 98225

wwunewman.com/Agape

agapeserviceproject.blogspot.com

facebook.com/AgapeServiceProject

http://www.wwunewman.com/Agape

http://www.agapeserviceproject.blogspot.com/

http://www.facebook.com/AgapeServiceProject


3

MISSION:

The Agape Service Projects fosters environments where participants can serve the migrant community of

Whatcom County and grow in their Catholic faith.

VISION:

To serve the migrant community of Whatcom County by providing food, clothing, and community support

To teach participants about the human dignity of migrant farm workers

To create awareness of issues affecting the migrant community

To build personal relationships with the migrant communities of Whatcom county

To foster “service” and “social justice” as taught through a Catholic lens

To inspire and encourage participants to continue answering their “call to service” throughout their lives

To create a space where participants can grow in their faith and meet Jesus through prayer and service

To do everything with sacrificial godly love (Agape!)

“And what does the Lord require of you, but to do justice, and to love kindness, and to walk humbly with

your God?” Micah 6:8

Group Leader Check List ☐ Formation of youth participants and adult leaders as outlined on the Group Leader section on page 4

☐ Group Reservation and Deposit of $500

☐ First pre-payment of $125 per youth due April 1

☐ Final Payment of $100 per youth due June 1

☐ Completed Participant List and Small Groups list due June 1 (will be sent a link to fill out)

o ☐ Small Groups should be no more than 5 youth and 1-2 adults

o ☐ They will be in these Small Groups for the entire week for reflection, chores, and activities.

☐ Completed Driving Groups (in same link as above) due 2 weeks before your week (these groups may

change depending on the day and activity).

☐ Provide copies of paperwork for Agape staff and bring with you to your week

o ☐ Permission Slips for adults

o ☐ Permission Slips for youth

o ☐ Adult Release of Medical/Liability forms

o ☐ Photo consent forms for adults

o ☐ Photo consent forms for youth

o ☐ Code of Behavior for youth

o ☐ Code of Behavior for adults

o ☐ Volunteer Driver forms

☐ Donations collected from your parish and community

☐ Getting your group excited to serve our family in Christ

☐ Pat yourself on the back for doing great work


4

Agape Group Leader Expectations

Adult Leaders play an important role during your group’s Agape experience and we want your group to have the

best experience possible! Please read thoroughly so you have a firm understanding of what is expected of your

main group leader and the other adult leaders.

Adult leaders have an amazing opportunity to serve the youth while on the Agape Service Project. Their

involvement, support, and positive leadership will set a good example and create a rewarding experience for the

youth of your parish and those of the community we will be serving.

Group Leaders:

o Are the main contact person for the Agape Staff (payment, paperwork, etc.)

o Attend the entire week of Agape.

o Form the youth participants before attending Agape including, but not limited to the Agape mission and

expectations, active participation, Catholic Social Teaching, prayer and reflection.

o Form your adult leaders before attending Agape. This includes, but is not limited to working with your

adult leaders to:

o Review the mission of the Agape Service Project

o Help them understand their role as an adult leader (small group leader, active participant, behavior

management/chaperone, driver, role model, etc.).

o Teach them how to lead/facilitate a small group.

o Understand that during Agape we are trying to live in solidarity with our brothers and sisters, so we

do not need extra things to distract us from the overall mission of service (ex. no side stops, eating

and living in community, simplicity, etc.).

o Understand they are to help youth grow more in their Catholic faith through serving Jesus Christ.

Adult Leaders:

o ALL adult leaders are required to be at Agape for the entire week. (If this is an issue please speak with

Melina Sergent or one of the Directors to discuss your situation).

o There must be 1 adult for every 5 youth, per gender. If there are groups of mixed gender there must be

both female and male adult leaders for the entire week.

o There is a minimum of 2 adults per gender required for overnights (even if your numbers are below the 1 to

5 ratio) as per Archdiocesan Parish Youth Ministry Services Guidelines. (For example if you have 5 boys

and 4 girls you will need 2 male adult leaders and 2 female adult leaders.)

o Adult leaders have to be 21 years or older.

o The Archdiocesan Volunteer Background Check must be filled out completely and have been processed

and received by your parish PRIOR to your week. They must also have attended the Archdiocesan Called

to Protect Program.

o Drivers must be 21 years or older and have an approved Archdiocese of Seattle Driver Information form on

file at their Parish.


5

Agape Adult Leader Expectations

Adult leaders have an amazing opportunity to serve the youth while on the Agape Service Project. Your

involvement, support, and positive leadership will set a good example and create a rewarding experience for the

youth of your parish and those of the community we will be serving.

Agape has four full-time Program Directors and one full-time Program Supervisor who work together to coordinate

and plan the entire program. This includes: facilitating morning and evening sessions of prayer and reflection,

leading community building exercises, general cooking and cleaning, shopping for supplies, and service projects

such as the weekly foodbank. They will keep you informed about the service projects, activities, and expectations

through nightly Adult Leader Gatherings. Please note that the Program Directors are not chaperones, drivers, or

disciplinarians.

Adult leaders are responsible for the transportation of all youth to and from Agape, as well as to and from service

sites during the week. All drivers must be 21 years or older and have an approved Archdiocese of Seattle Driver

Information form on file at their Parish.

You also help to set the tone of the week by maintaining a positive attitude, affirming the youth, and maintaining

clear expectations. As an adult leader you will chaperone youth at all times and are responsible for the

behavior management of all youth.

During the morning and evening sessions you will have the opportunity to participate with the youth in the

activities, prayer, and discussion as well as help facilitate a small group discussion.

Each parish group is put into small groups and you will be paired with a small group. You will supervise the youth

in their scheduled daily chores (but not do it for them). Daily chores include meal preparation, kitchen duty,

straightening the parish hall, etc. These chores give the youth an involvement and ownership in their service week

and are a large part of the experience of living in community.

At the service projects you will monitor and guide the youth as they serve. It is important to be encouraging, keep

them on task, and serve alongside them.

A few things to note:

o Please read, be aware of and adhere to the Archdiocesan Code of Conduct for Adult Participants/Leaders.

o Each Adult leader must attend the Called to Protect Program before chaperoning. (Arranged through your

Parish)

o Fill out and have processed the Archdiocesan Volunteer Background check. (Processed by your parish)

o ***We ask that once you arrive at Agape to not make any special side stops to stores or cafes. During Agape

we are trying to live in solidarity with our family in Christ, so we do not need extra things to distract us from

the overall mission of service.

Most importantly you help youth to grow more in their Catholic faith through serving Jesus Christ. We thank you

for your willingness to give of your time to serve the youth of your parish. Without your commitment and

dedication, this week would not be possible. The youth are blessed to have supportive, encouraging and faith filled

adults!


6

Agape Expectations for the Week

These are some basic expectations that we ask everyone to follow and keep in mind during our week of service.

We will have a great week if we all strive and apply these while we are living in community and serving out at the

camps!

o Be Respectful: To everyone in your group, adult leaders, Agape staff, Sacred Heart staff & facility, the farm

workers and camps.

o Think about Others and Live in Community: We are working, living, and eating in community this week.

Clean up after yourselves and do your chores. Challenge yourself to think about the needs of others before

yourself. Get to know new people! Groups can hang out in the parish hall. There are designated sleeping

rooms and bathrooms by gender so please do not go into each other’s’ spaces. Display affection appropriately

for a Catholic service project.

o Keep Quiet Hours Quiet: Keep the noise level to a minimum during office hours (8am-5pm) and quiet hours

(10pm-7am).

o Be Mindful of the Dress Code: Be modest in your attire. Tank tops have a two finger width rule, shorts must

be no shorter than your fingertips, no exposed midriffs, and no saggy pants. Please remember we are

representing our parishes and the Catholic Church wherever we go to the people we encounter.

o Use the Buddy System: When we are on service outings you will need to stay in groups of three and have

adult supervision.

o Be Positive: Have a positive attitude towards all activities, reflections, and experiences

o Serve the Lord and Have Fun!: Do everything with sacrificial godly love (Agape!).

Please do not bring:

o Snacks—all food is shared and eaten as a community

o Cell phones or personal communication devices, iPods, mp3 players, etc. We are trying

to serve Christ in each other, not in our electronics

o Illegal drugs, alcohol, fireworks, or weapons of any kind


7

Overall Agape Information

Arrival Time: Please have your group arrive by 6:00pm and ready to start (please make sure they have eaten

dinner beforehand). When you arrive you will unpack your gear and donations. There will be a snack provided

Sunday night.

Packing: Please pack lightly. Everyone will be living in community for a week and sharing a room with others.

Clothing: Be modest in your attire. Tank tops have a two finger width rule, shorts must be no shorter than your

fingertips, no exposed midriffs, and no saggy pants. Please remember we are representing our parishes and the

Catholic Church wherever we go to the people we encounter.

Money: There will be an opportunity to buy an Agape Sweatshirt (for $30), but other than that and money for gas,

you do not need any money this week. All of your meals and snacks are provided.

Free time: There are designated free times during the service week. When there is free time, youth must remain

with the group. Youth may not leave the facility to go beyond the parish premises unless they are in the company

of a chaperone. We ask that you check in with the Program Directors before leaving to make sure there is time do

so. Even on the premises, chaperones should be aware of the activities and location of all group members.

Cell Phones/Music: No cell phones, personal CD players, mp3, or iPods. There will be opportunities for music

throughout the week. Please be aware that music shared must be appropriate for a Church retreat/service

experience.

Chores: Small Groups will be assigned chores each day, such as meal preparation, kitchen duty, straightening the

parish hall, bathrooms, etc. Each small group with their adult leader will be responsible for the various tasks.

Food: In keeping with the spirit of Agape, the meals and lodging are simple. This is to help our group recognize

that food is not our only source of life; our energy comes from Jesus too. It is also to help bring us closer to those

we are serving.

All food for meals is provided. Each group will share in the responsibility of cooking and serving meals in

community. The kitchen is not to be used by youth outside of meal times, unless there are special dietary reasons.

Please do not bring any snacks.

Please notify us in advance of any special dietary needs, some may require the participant with special dietary

needs to supplement their daily meals with food from home.

Lodging: Groups will stay at Sacred Heart Parish in Bellingham. Participants will stay in the Parish Hall &

Religious Education Classrooms. Groups will sleep in separate rooms according to gender, and will be sleeping on

the floor. Participants are encouraged to bring a sleeping mat. Showers will take place on two days at a local

swimming pool and YMCA.

Medications: All medications, whether prescription or over the counter, will need to be bagged and labeled with

the participant’s name and instructions for dispensing. We suggest the Group Leader in each group be given

responsibility for holding and dispensing medication for the youth they are chaperoning. You may use the form

for dispensing oral medication (in youth packet) which should be filled out by the corresponding youth if

necessary.

Departure: Plan to depart by 11am on Friday of your mission week.


8

Sample Agape 2018 Schedule

*This is for the Group and Adult Leaders only. We want the youth to be able to enter fully into

the experience and not worry about the details.*

Sunday

6:00pm-Groups Arrive

6:30pm -Welcome/Community Building/Program

Orientation/Evening Session & Prayer

8:30pm -Adult Leader Meeting & Youth Free Time

10:00pm -Lights Out

Monday

7:15am-Wake Up/ Breakfast

8:15am-Morning Reflection

8:45am- Prayer

9:15am- Morning Activity

11:00am- Lunch

12:45pm- Service at Migrant Camp

3:15pm- Arrive Back at Sacred Heart

4:00pm-6:00pm- Tabling at Local Grocery Stores for

collecting food

6:30pm- Dinner/ Chores

7:15pm- Reflection

8:15pm- Youth Free Time & Adult Meeting

10:00pm- Lights Out

Tuesday (Migrant Immersion Day)

5:00am- Wake Up/ Breakfast

6:00am- Reflection

7:00am-10:45am- Work on a farm

10:45am- Lunch

12:00pm- Showers at YMCA

12:45pm- Dinner Activity at Grocery Outlet

1:30pm-4:30pm- Dinner/ Chores/ Free Time

4:45pm- Evening Explanations

5:15pm- Pass out Food Bank fliers at Migrant Camps

6:00pm-7:00pm- Service at Migrant Camp

7:30pm- Reflection


10:00pm- Lights Out

Wednesday 7:15am- Wake Up/ Breakfast

8:40am- Morning Reflection

9:00am- Mass (option of Adoration beforehand)

9:30am-1:30pm- Food Bank Preparations

1:30pm- Lunch

2:00pm- Food Bank!

5:45pm- Return to Sacred Heart

6:30pm- Dinner/ Chores

7:30pm- Reflection


10:00pm- Lights Out

Thursday (Celebration Day)

7:15am- Wake Up/ Breakfast

8:00am- Reflection

8:15am- Prayer Activity

8:45am- Movie with Discussion

10:30am-Mass at Assumption

11:30pm-Lunch/ Chores

12:30pm-2:30pm- Swimming and Showers

3:00pm-6:30pm- Service at Migrant Camp with a

BBQ

7:00pm- Return to Sacred Heart

7:15pm- Reflection

8:15pm- SECRET ICE CREAM & DANCE PARTY

8:45pm- Adult Meeting

10:00pm-Lights Out

Friday

7:15am- Wake Up/ Breakfast/ Packing/ Friday Chores

9:00am- Mass

9:30am- Closing Session

11:00am-Depart

*The schedule is subject to change depending on needs of service projects, facilities, and activities. You will

be given an updated schedule upon your arrival at Agape.


9

Donation List

After doing an assessment of the Agape Food Bank we found it best to have each group collect specific items and

food. This method allows us to serve our guests best. Please bring enough to serve 100 families. Listed below are

those items that we suggest collecting:

FOOD:

white flour, masa (“Maseca”/corn flour), white sugar, white rice, dry pinto beans

canned fruit, canned vegetables (corn), canned “Rosarita” refried beans

pasta, pasta sauce, macaroni and cheese, top ramen, boxed cereal (Honey Nut Cheerios),

snack food (granola bars/fruit cups/fruit snacks/“Cheetos”), bottled juice, coffee

Please do not collect the following items, we have found they do not fit within their dietary needs:

brown rice, brown sugar, black beans, pork „n beans, canned black beans

Please do not bring items that need refrigeration as we do not have a way to store them

MONETARY DONATIONS:

Money will be used to purchase eggs, fresh vegetables, food bank staples (flour, masa/corn flour, sugar,

beans, rice, oil), diapers and toys (when necessary).

TOYS and CLOTHING:

Clothes are needed for men, women, children, and babies.

There is a large need for winter type gear (for working in the freezers at the canneries) and summer gear

(for working outside in the hot sun) as well as clothing items for men and babies.

Gently used or new toys/clothing

Suggestions: sports equipment, dolls, crayons, action figures, board games, stuffed animals, bubbles, play

dough, stickers, etc.

Please no household items we do not have room to store them

HYGIENE PRODUCTS:

Shampoo, conditioner, soap, lotion, deodorant, feminine pads, tooth brush, tooth paste, shaving cream,

razors, etc.

BABY SUPPLIES:

Diapers: sizes 1-pull ups are all needed, though the most popular sizes are 4-6.

Wipes, baby food, formula

Group Item to collect When items are needed

June 24-29 Food or monetary donations AND clothing and toys June 24

July 8-13 Food or monetary donations AND hygiene products July 8

July 15-20 Food or monetary donations AND baby supplies July 15

July 22-27 Food or monetary donations AND clothing and toys July 22

July 29- August 3 Food or monetary donations AND hygiene products July 29

August 5-10 Food or monetary donations AND school supplies/backpacks August 5


10

Donations Continued…

In addition, we have made a list of items we are in need of for the betterment of the program. If you or your group

would like to donate a larger item in addition, we would be so thankful!

Please visit https://wwunewman.com/get-involved and/or

https://www.amazon.com/gp/registry/wishlist/3B54ER114QMKP?ref_=cm_sw_r_cp_ep_ws_He4LzbENAW9KV

&pldnSite=1 to see our wish list. Thank you! __________________________________________________________________________________________________________________________________________

Agape Packing List

o Sleeping bag

o Sleeping pad or air mattress (this is optional, but strongly recommended for comfort. Please only twin size

mattresses)

o Pillow

o Towel/washcloth

o Jeans or other pants (2 pairs)

o T-shirts

o Shorts

o Tennis shoes

o Underwear

o Socks

o Sweatshirt/Jacket

o Pajamas

o Hat or visor

o Sunscreen

o Toiletries (soap, shampoo, brush, deodorant, toothbrush, etc)

o Swimsuit

o Work Gloves (Optional)

o Water bottle (A MUST!)

o Good Attitude and a Servant’s Heart

Please remember to be modest in your attire. Tank tops have a two finger width rule, shorts must be no shorter than

your fingertips, no exposed midriffs, and no saggy pants. Please remember we are representing our parishes and

the Catholic Church wherever we go to the people we encounter.)

Please do not bring electronic devices (cell phones, iPods, etc.). No weapons, fireworks, or illegal substances.

PLEASE PACK LIGHTLY! .

Directions to Sacred Heart Parish 1110 14

th Street, Bellingham WA 98225

o I-5 North

o Take exit #250 for WA-11 S/Old Fairhaven Parkway

o Take a Left off the exit onto Old Fairhaven Parkway and go approximately 1.3 miles

o Take a Right onto 14th

Street

o Sacred Heart Parish Hall will be on your Left (it is on the corner of 14th

and Knox)

o **You can unload your personal stuff in front of the hall and then park your car in the parking lot.

o **Donations will be unloaded underneath the Church.

https://wwunewman.com/get-involved

https://www.amazon.com/gp/registry/wishlist/3B54ER114QMKP?ref_=cm_sw_r_cp_ep_ws_He4LzbENAW9KV&pldnSite=1

https://www.amazon.com/gp/registry/wishlist/3B54ER114QMKP?ref_=cm_sw_r_cp_ep_ws_He4LzbENAW9KV&pldnSite=1


11

Fundraising Ideas

We want to recognize that groups come from different areas and all different backgrounds. With this it is not

always so easy for groups to be able to attend Agape due to costs, but we do not believe cost should be a factor as

to why your group cannot attend Agape. Therefore we encourage all groups who come to Agape to do some type

of fundraiser with their parish, friends, and families. This way, we are able to fulfill our mission as Disciples of

Christ and personally invite our communities to participate in this mission as well! Whatever way you choose to

fundraise, we hope you will build personal relationships and get your community involved. Here are some

fundraising ideas that we have seen be successful. Feel free to use these ideas as is, or make them into whatever

works best for you, your youth, and your community.

Buy Stock in Our Service Week: *This idea comes from the youth minister at Sacred Heart in Bellingham*

How it Works: You invite people to support your trip. These donors will be called “stockholders.” You will send

them updates via email (or however) throughout the trip with pictures of the youth. You can even attach the

Agape blog with what the youth have written about for the day. At the end of the trip you can host an event,

such as a Thank You Dinner, where the youth can share their experiences with the stockholders about the ways

in which they have done God’s work by impacting the community.

What to Do: You can hand out, either to your parish in general or via one-on-one meetings, half sheets/cards with

information about Agape and how your youth will be involved. On one side of the card you should also have a

section on how much money your group needs to raise. The other side of the card will ask for personal

information such as names, email, phone numbers, the amount they wish to donate and in what manner they

wish to donate. Finally you should have a section that includes the donor as a stockholder. This section

explains how the stockholder will be involved in the program and included in the mission with you!

One-on-One Meetings: *While this idea comes from many places, you can find more specifics on it in The God Ask by Steve Shadrach.

How it Works: Have your youth personally meet with and ask their families, friends, and community members for

support. This way we are meeting people where they are at and involving our communities in God’s work—the

work that your youth are doing with Agape. If you believe that what you are doing is God’s call and for His

glory, then we should have no fear in asking others to join in our efforts.

What to Do: You can have them write up a script, or you as their leader can write an idea for them, about what

Agape is about, how they will be involved, the amount of money they need to be able to attend, and an amount

(specific to the potential donor) they are asking the potential donor for. The youth can use this script as a

guideline for a conversation they can have with their community members when asking for support in a one-

on-one meeting. In addition, regardless of whether the potential donor is able to financially support them, the

youth should maintain contact with them. The contact would be similar to that of the stockholder idea where

updates are sent from the youth, or you as their group leader, during Agape via email. The youth can share

parts of their journal writings, pictures from the week, and a thank you card to the people on their support team

once Agape is over. This idea can also be combined with that of the stockholder idea and have a thank you

dinner for the youth and all of their donors.

Speaking to Your Parish: If you have not tried it in the past, having the youth speak in front of the parish about what Agape is, how they

will be involved, and what they are asking of the parish in support is a great way to get your team supported

and involve your community. You can ask for, monetary donations for the food bank, food/toys/clothing

donations for the food bank and donations to fulfill the program fees.


12

Adult Release of Liability/ Medical Release PARTICIPANT INFORMATION

Full name: Parish:

Date of Birth: M/F

Parent/Guardian name(s) (please print):

Home phone #: Cell phone #:

Street Address:

City/State/ZIP:

PARENTAL AUTHORIZATION

I, (Participant) ________________________, am eligible to participate in this organization-sponsored event that requires

transportation to a location away from the organization site. This activity will take place under the guidance and direction of

organization employees and/or volunteers from The Agape Service Project.

DESCRIPTION OF ACTIVITY

Type of event: The Agape Service Project

Location of event: Sacred Heart Church, Bellingham WA and various sites in Whatcom County

Parish/Group Leader(s) in charge:______________________________

Date(s) of event: Time of departure:

Date of return: Time of return:

Mode of transportation to and from event:

Cost: $225 for youth, FREE for Adult Chaperones/Leaders

I hereby consent to participation by ________________________________, my son/daughter/individual under my

guardianship, in the event described above. I consent further to the conditions stated above, including the method of

transportation.

I (participant) ____________________________________________________agree on behalf of myself, my heirs,

successors, assigns, executors, and personal representatives to hold harmless and defend The Agape Service Project, its

officers, directors and agents, and the Corporation of the Catholic Archbishop of Seattle, or representatives associated with

the event from any and all actions, claims, demands, damages, costs, expenses and all consequential damage arising from or

in connection with my attending the event or in connection with any illness or injury or cost of medical treatment in

connection therewith, and I agree to compensate the organization, its officers, directors and agents, and the Corporation of the

Catholic Archbishop of Seattle, or representatives associated with the event for reasonable attorney’s fees and expenses

arising therewith..

Participant’s Signature: Date:

In the event that I should require medical treatment and I am not able to communicate my desires to attending

physicians or other medical personnel, I give permission for the necessary emergency treatment to be administered.

Please advise the doctors that I have the following allergies/conditions: __________________________________________________________________________________________________

__________________________________________________________________________________________________

In case of an emergency and for permission for treatment beyond emergency procedures, please contact:

Name: Relationship to me:

Day Phone: Evening Phone:

Health Insurance Carrier: Policy Number:

Signature: Date:


13

Code of Behavior and Norms for Adult Leaders at

Events Sponsored by the Archdiocese of Seattle

In order to assure the safe and successful participation of youth and adults at gatherings sponsored by the Archdiocese of

Seattle, the following code of behavior is to be followed. You are expected to represent your parish, school, and the

Archdiocese during all gatherings. You are encouraged to display the mature, responsible character which has for so many

years been the trademark of Catholic Youth Ministry within the Archdiocese.

SOME NORMS FOR PARTICIPATION:

1. Individuals are responsible for their own actions, and will be asked to assume the consequences for their inappropriate

behavior.

2. Adult leaders must be screened for the protection of the youth participants prior to being confirmed as a leader or

chaperone for a parish-sponsored event, trip, outing, activity, etc. The screening must be used to identify areas of concern

or special attention (i.e., health concerns, disabilities/impairments requiring extra accommodations, history of violence,

etc.).

It must include the following:

a. Interview by an authorized parish, school, or agency representative or staff person.

b. Completion of a written application that includes name, address, phone number, any area of concern and any

experience that would make this person suitable for the position being filled. This application must include a completed

Washington State Patrol Request for Criminal History.

c. Satisfied the Safe Environment requirements for volunteers.

3. All adult leaders and participants who are of legal drinking age (21 years old) are expected to be examples to the youth

attending, and therefore are asked to refrain from drinking. The purchase, possession, or consumption of beer, wine, or

other alcoholic beverages is not tolerated. Adults who allow or encourage such activities are in violation of the law and

further action will be taken.

4. The possession or use of illegal drugs by any individual is not tolerated. Infraction of this means immediate dismissal from

the event and further action will be taken.

5. For the protection and safety of all participants, acts of violence or harassment are not tolerated. Leaders and chaperones

must be prepared to stop all acts of violence and harassment.

6. Pastoral leaders and volunteers are to maintain the integrity of the ministerial relationship at all times. Sexual conduct

between Church workers and volunteers and those in their care is a violation of the ministerial relationship. Such conduct is

never permissible. Sexual conduct may take a variety of forms: kissing, inappropriate touching, sexual intercourse, or even

verbal suggestions for sexual favors or activity. (This guideline is explained in the Archdiocesan Policy on Sexual

Misconduct.)

7. Disruptive behavior, language, clothing, or items are not acceptable at events. This includes anything which is obscene,

profane, or inappropriate to the activities of the Archdiocese.

8. Adults in leadership positions within a parish, school, organization, or agency of the Archdiocese must avoid entertaining

or hosting events for youth in their homes or in private settings. All ministerial activity must take place in a public setting

that assures the safety and security of all parties involved. This includes any form of pastoral counseling, mentoring, or

social activity.

9. Adults are asked to refrain from entering gambling halls, casinos, or similar establishments. Furthermore, it is illegal for

minors to take part in any form of gambling.

10. The use of tobacco in any form on parish/Archdiocesan transportation is not permitted. Due to documented health risks

from second-hand smoke, smoking is prohibited in all assembly areas and shared sleeping quarters.

11. All activities sponsored by a parish, school, agency, or organization of the Archdiocese of Seattle must be planned and

organized in order to ensure the safety and well-being of the participants. All reasonable precautions must be taken to

assure that these events are safe and appropriately chaperoned.

12. Adults who are asked to transport youth to and from organized events, and who are solicited for this activity by an

Archdiocesan organization, parish, school, or agency, must adhere to all the requirements listed in the Transportation

Policy of the Archdiocese of Seattle.

13. Adults in leadership positions are expected to help enforce this code of behavior as it pertains to youth and set an example

for them.


14

The Archdiocese of Seattle does not insure personal property against theft or loss; please exercise caution regarding your

personal items. You are expected to observe the guidelines above in light of Washington State statutes and definitions. The

Archdiocese of Seattle respectfully asks for your cooperation and hopes that you will have no trouble adhering to this code of

behavior. Keep in mind that you represent the Church at all times during the event and are asked to demonstrate an image of

Christian consideration, sensitivity, and respect to others and to the property around you.

I HAVE READ AND UNDERSTAND THE CODE OF BEHAVIOR ABOVE

AND WILL ADHERE TO THE REQUIREMENTS DICTATED BY THIS CODE.

Adult Signature Date

Group Leader’s Signature Date

Photograph and Video Consent:

From time to time, pictures and video may be taken of youth ministry events and gatherings. We would like to be able to use

these photographs and videos for flyers, parish and diocesan publications, the ministry website, and social media. Written

consent of both the student and parent/guardian is required. Names will not be posted unless written authorization is given by

the student and parent/guardian, and then only first names will be used. If there are concerns about pictures or videos posted

on the website, please contact the ministry coordinator or Agape supervisor, and they will promptly be removed.

I, the parent/guardian of this youth (name) authorize and give full consent,

without limitation or reservation, to The Agape Service Project & WWU Catholic Newman Center to publish any photograph

or video in which the above named student appears while participating in any program associated with (parish/school) The

Agape Service Project & WWU Catholic Newman Center. There will be no compensation for use of any photograph or video

at the time of publication or in the future.

Student Signature: _______________________________________________________ Date: _______________________

Parent/Guardian Signature: ________________________________________________ Date: _______________________


15

Archdiocese of Seattle Transportation Policy Parish Assistance Memo (PAM) 704

Property & Construction Services What are the Archdiocesan requirements for either an employee or volunteer to drive a parish vehicle or their own vehicle in

connection with the parish or archdiocesan activity?

REQUIREMENTS FOR DRIVERS:

• A current valid driver's license for the classification of motor vehicle operated.

• No major traffic violations. If one exists, contact the Office of Property and Construction Services.

• All individuals must be 21 years of age or older and complete either an Employee or Volunteer driver application form.

(these forms are available in the Safety and Accident Prevention Manual)

• Automobile liability insurance meeting Washington State minimum of $25,000/$50,000 with a recommendation of

$100,000/$300,000. Evidence of insurance is held at the parish or archdiocesan facility.

• Meet Archdiocesan Safe Environment requirements if minors or vulnerable adults are involved.

• Passenger vans seating 11-15 are not allowed. Mini vans are allowed (A mini-van is defined as a passenger vehicle designed to

transport no more than 8 total occupants.)

• Motor vehicle used must be maintained in safe operating condition.

• Under no circumstance shall the number of passengers exceed the seating capacity of the motor vehicle.

• Motor vehicle must be equipped with appropriate safety devices and individual seat belts worn by driver and all

occupants.

• Drivers shall at all times comply with the child passenger restraint requirements of RCW 46.61.687 when transporting

children. Current child passenger restraint requirements may be accessed at http://www.800bucklup.org/.

• Cell phones and other electronic devices are not to be used at any time while operating a vehicle unless it is an emergency.

The driver should pull off the road with the vehicle in park to use one of these devices.

• All drivers operating a school bus are required to possess a valid driver’s license endorsed for the classification of vehicle they

are operating. All passengers, including adult employees, are to be seated at all times the vehicle is in use. Transportation on

school buses is intended to for school age children enrolled in the school. Exceptions can be made for a properly screened

adult chaperone who intends to accompany students on a school related function, departing from the school grounds.

• Preventative maintenance has been proven to reduce down time and extend the life of a vehicle. All Archdiocesan vehicles

should be adequately maintained through a preventative maintenance program. Vehicles should be maintained and serviced

on a regular basis and in accordance with the manufacturer’s recommendations. A maintenance log

should be kept for all repairs and maintenance work. Also, a formal periodic inspection of each vehicle should be made.

ACCIDENT REPORTING

In the event of an accident, it is very important that the driver act properly.

1. MAKE NO COMMENT REGARDING FAULT. 2. Exchange driver, vehicle and insurance information and call the police department. 3. Personal vehicles drivers are to contact their insurance carrier. If Parish or Archdiocesan vehicle is involved complete the

Accident Report Form which is kept in the vehicle. 4. Report the accident to Sedgwick at (866-471-9518) as soon as possible.

5. Any employee or volunteer who will drive as part of their job responsibilities as well as any driver involved in an at-fault

accident is required to complete a Defensive Driving Course.

Catholic Archdiocese of Seattle Property & Construction Services

Updated 9-2014 710 Ninth Ave.

Seattle, Washington 98104

Safety and Accident Prevention Program—Appendix E September 2014

http://www.800bucklup.org/


16

Volunteer Driver Information Sheet

Name of Driver:

Street Address:

City/State/ZIP:

Driver’s License #: State Issued:

Year, Make & Model of Vehicle:

Insurance Company’s Name:

Liability Limits: (Minimum Limits of $100,000/$300,000 Required) Agent’s Name: ________________________________________________________________

In order to provide for the safety of those we serve, we must ask each volunteer/employee to

list all accidents or moving violations they have had in the last three years:

__________________________________________________________________________

__________________________________________________________________________

__________________________________________________________________________

Please be aware that as a volunteer driver, your insurance is primary.

Thank you for helping us with our transportation needs.

Certification

I certify that the information given on this form is true and correct to the best of my knowledge. I

understand that as a volunteer/employee driver, I must be 21 years of age or older, possess a valid

driver’s license, have the proper and current license and vehicle registration, and have the required

insurance coverage in effect on any vehicle used. I understand my personal insurance is primary

should an accident occur. I agree that I will refrain from using a cell phone or any other electronic

device while operating my vehicle. I have read and will abide with the “Requirements for Drivers”

statement which is listed on Parish Assistance Memo 704. I am fit to operate a vehicle and will

operate it safely and in accordance with the law at all times.

Volunteer/Employee Driver Signature Date

Reviewed By (Group/Parish Leader) Date

Note: To be filed in Volunteer/Employee File - Copy of current Insurance coverage to accompany this form

** Please return this form to the parish leader of this event.

adult leaders welcome packet 2018 · do not need extra things to distract us from the overall...

Documents