Here’s a deeper look into why we created our Safety, Response and Care Team, and the standard processes that take place when a report of potential misconduct is made through our Reporting Portal.

Our Team Goals

  • Provide physical, emotional and spiritual safety to everyone within C4SO’s range of care through training, compliance and culture making.
  • Respond to concerns and complaints with timely mediation, inquiry, investigation or dismissal, and when necessary, engagement of legal and/or law enforcement personnel.
  • Ensure appropriate care and support to reporters and responders and to the people in their churches and/or families.

Our Team Commitment

C4SO is committed to the highest standards of spiritual, ethical, moral and legal conduct. When concerns or complaints are raised pursuant to C4SO policy regarding wrongdoing or potential wrongdoing, C4SO is committed to taking them seriously and to conducting a thorough evaluation, and if necessary, a complete impartial investigation.

We go beyond adherence to the law. Caring for the vulnerable is woven into the DNA of C4SO. Advocacy for the welfare of others is who we are and how we live. Our work is intended to foster a healthy and nurturing environment in which every person can grow in relationship with Jesus Christ.

Our Team Process

On the C4SO Reporting Portal, anyone can find clear instructions on how to file a report. A Whistleblower Reporting form is provided, as well as a phone number of the C4SO Response Lead. Instructions are provided as to what to do based on the nature of the report.

(1) NEW REPORT MEETING

When a report is made of any nature, it will trigger a meeting of the following parties within 15 hours:

  • Diocesan Bishop
  • Suffragan Bishop(s)
  • C4SO Response Lead

This team will assess the report against the five categories below:

  1. Basic interpersonal conflict that can be dealt with at the local level
  2. Interpersonal conflict that has escalated and needs external mediation to resolve
  3. Clergy malpractice of some sort—spiritual, pastoral or verbal
  4. Adult malpractice that is certainly unethical, potentially illegal that may not merit an immediate call to authorities
  5. Anything illegal or abusive that requires an immediate call to authorities and/or reporting

With issues determined to be in category one and two, the Response Lead will make the initial call to the reporter and conduct a confidential interview. 

In reports that seem to be in categories three and four, the Response Lead may be able to make the initial call to the reporter, but in most cases, we will call on the specific expertise of a third-party organization called Guideposts, especially when the initial call would benefit from their trauma and sensitivity training, and the reporter would benefit from increased confidentiality. 

In category five, we will take swift and appropriate action, and involve Guideposts to help us navigate each step wisely, lovingly, legally and morally.

(2) POST INITIAL INTERVIEW MEETING

After the initial interview with the reporter, the interviewer (either the Response Lead or the Guideposts representative) will gather for a meeting with the Diocesan Bishop and Suffragan Bishop(s) to determine next steps based on the interview findings.

Possible options include:

  1. Determine that no action is required and communicate that decision to those involved.
  2. Determine that before more action can take place, the reporter must provide a written account.
  3. Initiate an internal or external mediation.
  4. Initiate an investigation, which almost always will be conducted by Guideposts.

(3) CHOOSE A PATH OF RESPONSE OR DETERMINE THE PROCESS

In cases 1 and 2 where we need a mediator, and in all cases of categories 3, 4 and 5, we will immediately take the following steps.

          A. Create an Incident Response Team. That will include:

  • Incident Lead—usually the Response Lead, but could be one of the Bishops
  • Investigator or mediator—depending on the issues at hand
    • Investigators will usually, but not always, be a Guideposts team member.
    • Mediator will usually, but not always, be an external person to C4SO.
  • Reporter Chaplain
  • Responder Chaplain

          B.Agree on a process specific for this incident based on best practices, and review investigation decisions and steps.

  • Is the time frame of action appropriate or timely?
  • What needs to be communicated to each party and by whom?
  • Who has jurisdiction—in a situation where more than one church or entity is involved?
  • Have we communicated appropriately to all parties

    C.Agree on a meeting schedule for the Incident Response Team—to ensure there is a team of people who can: 
    • Make sure that a healthy process and procedure is maintained or adjusted as necessary.
    • Address any issues of inappropriate behavior by either the reporter or the responder.
    • Advocate as necessary for all parties involved.

(4) REVIEW REPORT(S)

The Diocesan Bishop, Suffragan Bishop, Response Lead and any outside or external investigator meet to review the investigative report or mediation report.

  • The team reviews the work.
  • They validate, refine and/or correct the findings of the report.
  • They review and edit the language of the report to ensure accuracy, consistency and appropriate communication.

(5) BISHOP DETERMINES JUDGMENT AND OUTCOMES

The Diocesan Bishop, in consultation with the Suffragan Bishop, and following the Title IV Canon of the ACNA, will determine innocence or guilt of the responder based on the investigation and the preponderance of evidence.

(6) INCIDENT RESPONSE TEAM MEETING: The Incident Response Team will receive the judgment and outcomes/remediations as determined by the Bishops. Certain details may be redacted in a version of the report seen by the Reporter and Responder Chaplains. The team hears the judgment and determines:

  • The best communication plan to all involved 
    • What needs to be communicated and to whom? 
    • Who gets the report? What needs to be said publicly? 
    • What needs to remain confidential?
  • A care plan for both the reporter and the responder—guided by the Chaplains. Is there an appropriate way to provide care in the aftermath to either victims or the innocent respondent—and guilty respondent?
  • A care plan for the church, victims, church staff, vestry, and family members

(7) DEBRIEF: At the conclusion of the reporting and investigatory process, the Response Lead and Bishops will meet again to debrief the incident.

  • What was the root cause of the conflict or incident? Did C4SO or a C4SO church play any role in failing to properly prevent wrongdoing or protect a victim?
  • What changes would we make to the process?
  • Did we follow the prescribed process? If not, what broke down?
  • Is the system working? What changes would we recommend?
  • What were the costs of this conflict (monetary, relational, reputational, time, etc.) and is there anything that could have been done along the way to mitigate those costs?
  • What ongoing concerns or issues may be lingering or may resurface? Who will be in charge of that if/when it happens?

(8) DOCUMENT:

Ensure that all documents and reports related to the report are properly and securely stored. This will be the responsibility of the Bishops and Response Lead.

Key Roles in Our Process

Incident Response Team

Each incident will be assigned a team of people called the Incident Response Team. The people on the team will communicate with one another at least every other week. The team will be comprised of:

  • Incident Lead: Oversees and administrates the entire process—usually the Response Lead or one of the Bishops. The Incident Lead drives the process and steps from beginning to end.
  • Investigator: As a neutral third party, completes a required investigation on behalf of the Bishops. If an investigation is required, C4SO will seek the services of a third-party organization called Guideposts.
  • Mediator: Assigned uniquely in each incident using the network of mediators developed around the country.
  • Reporter Chaplain: Provides care, advocacy and clear communication for the reporter for the duration of the process.
  • Responder Chaplain: Provides care, advocacy and clear communication for the responder for the duration of the process.

Bishops

  • As a general practice, Bishops should not do investigations. They are not trained in that work and it is better left to professionals. It protects all parties.
  • Bishops can occasionally help with mediation as an aspect of our episcopal roles, though it is not preferred. 
  • Mediation and potential investigations of categories 2 and 3 can be assigned to trained clergy. This may be beneficial to protecting all parties and prevent our Bishops from being involved in lengthy and exhaustive processes.

Chaplains

  • Provide pastoral care to reporter or responder—weekly or bi-weekly meetings and/or calls for prayer, listening and accompanying people in the process.
  • Field questions that the reporter/responder might have along the way.
  • Communicate with regular updates (every other week) – or ensure that good communication is happening for all parties.
  • Ensure that the prescribed and/or healthy process is being followed.
  • Chaplains may call a meeting of the “incident team” when there are concerns for safety, process, procedure and/or behavior concerns.

Response Lead

  • Carry the knowledge base on best practice related to all manner of reported incidents.
  • Triage incidents in partnership with the Bishops.
  • Ensure that safety and safe culture is being followed by the diocese as a whole.
  • Build a team of investigators, mediators, chaplains.
  • May lead initial interviews with reports and occasional investigations of category 1-3 concerns.

We are constantly revising and improving our processes. If you have any questions or suggestions, contact us.