How to use this policy
(1) Copy this template in its entirety and edit as necessary to align with your organizational context. (2) Remove the supplemental guidance text in blue boxes and replace the yellow highlighted text with the actual details of your organization.
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Introduction
[Insert organization name] is committed to ensuring the safety, welfare, and protection of all minors engaged in its programs, activities, or services. This document sets forth our standards and policies to protect minors from abuse, neglect, and any form of harm.
Scope
This policy applies to all staff, volunteers, contractors, and any individuals who interact with minors within the [Insert organization name]’s programs and activities.
Definitions
A Minor is any individual under the age of 18, unless otherwise noted by law.
Abuse includes, but is not limited to, physical abuse, emotional abuse, sexual abuse, exploitation, or neglect.
Standards of Behavior
All adults interacting with minors in the context of [Insert organization name]'s programs are expected to adhere to the following standards to ensure the safety and well-being of participants:
Awareness of Responsibilities
Adults must be aware of the responsibilities that accompany their interactions with Minors, including their responsibilities under [Insert organization name] policies and codes of conduct, criminal and civil laws.
Appropriate Boundaries
Adults must ensure that interactions with minors are appropriate and within the scope of the organization's activities.
Adults must maintain appropriate physical boundaries at all times.
Adults must not engage in any physical, sexual, verbal or emotional abuse. Nor shall they engage in covert or overt sexual behaviors, including seductive speech, gestures, depictions or physical contact that exploits, abuses or harasses a Minor in any way, or exposes a Minor to such treatment by another individual.
Adults must prohibit any and all of the above-stated conduct between or among Minors.
Adults must not touch Minors in a manner that a reasonable person could interpret as inappropriate or allow inappropriate touching between or among Minors.
Adults must not shower, bathe or undress with or in the presence of Minors.
Furthermore, all misconduct as described in the [Insert organization name] Sexual Misconduct Policy is prohibited.
Necessary One-on-One Interactions
Adults must only engage in one-on-one interactions with a Minor when necessary for the covered programs, activities, or services.
Adults must not engage in, nor have the appearance of engaging in, inappropriate one-on-one interactions.
Adults must not tell a Minor to keep secrets from other program personnel, participants, and/or their parent/guardian (e.g., use of language similar to "this is just between the two of us").
Adults should not meet with Minors outside of established times for program activities, and must not provide transportation for a Minor in any vehicle when no other Adults or participants are in the vehicle, except in the event of an emergency.
No use of Drugs, Alcohol Use, and Other Prohibited Items
Adults must not:
Discuss, use, possess, or be under the influence of illicit drugs or alcohol in the presence of Minors.
Use any type of weapon or explosive device in the presence of Minors.
Make illicit drugs, alcohol, weapons or explosive devices to Minors.
Notice & Consent with Guardian
Adults must notify & obtain consent from a guardian:
For taking & using photographs or video of Minors participating in programs & activities
For providing transportation to Minors.
For giving gifts to an individual Minor.
Other activities in [Insert organization name] programs as necessary.
Responsible Traveling with Minors
Adults must not stay in the same room overnight with a Minor who is not their own child (unless the parent or guardian is also in the room).
Adults should not assign Minors of different genders to sleep in the same room overnight unless written permission is obtained from a parent or guardian of each Minor.
Adults and Minors should not use shower/bath facilities on trips simultaneously. If there are not separate facilities, publish a schedule that allows individual privacy.
Recruiting & Training
All adults interacting with minors in the context of [Insert organization name]'s programs are required to undergo background checks and training to ensure the safety and well-being of participants:
Required Background Checks
This Due Diligence activity is mandatory for all employees, volunteers, and contractors working with Minors.
Required Training
Annual training on child protection laws, recognizing signs of abuse and neglect, and how to respond to disclosures or suspicions of abuse is mandatory for all employees, volunteers, and contractors working with Minors.
Reporting Misconduct
All suspicions or allegations of misconduct, abuse, or neglect must be reported immediately to the designated personnel in the [Insert organization name] Grievance Policy. [Insert organization name] will take appropriate steps to investigate and address reported concerns and comply with all legal reporting obligations to law enforcement or child protective services.
[Insert organization name] is committed to acting swiftly and appropriately to investigate any allegations of misconduct. Actions may include, but are not limited to, immediate suspension of the accused from duties involving minors, conducting a thorough investigation, and taking appropriate disciplinary actions.
Consent & Waivers
Parents/Guardians will be informed of all programs and activities involving minors, including the nature of supervision and the staff involved. Consent forms will be required for participation in certain activities.
Amendments & Additions
These guidelines will be reviewed annually and may be amended as necessary to address new ethical challenges and evolving standards.
All employees, volunteers, and contractors must sign an acknowledgment form indicating they have received, understand, and agree to adhere to these standards and policies.
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