Rotary International District 7570

Youth Protection Policy

Protecting Youth We Cherish, Your Rotary Club, and You

FINAL DRAFT 3/15/16

Contents

  1. Introduction1
  1. Overview of Youth Protection Policy1
  2. Application of the Policy1
  1. Definitions2
  1. District Youth Protection Officer2
  2. District Leadership Responsibilities2
  3. District Committee Chair Responsibilities3
  4. Club President Responsibilities3
  5. Club Responsibilities3
  6. Volunteers4
  7. Students4
  8. Photographs and Media Release4
  1. Volunteer Certification/Youth Involvement Limitations4
  1. Volunteer Screening and Certification4
  2. Policies of School Districts and Outside Organizations5
  3. Activities Involving Overnight Accommodations5
  4. One-On-One Contact5
  1. Training in Youth Protection6
  1. Volunteer Training6
  2. District Leadership Training6
  1. Abuse and Harassment Prevention6
  1. Statement of Conduct for Working With Youth6
  2. Abuse and Harassment Definitions7
  3. Abuse and Harassment Prevention9
  1. Abuse and Harassment Allegation Reporting Guidelines10
  1. Determination of Abuse or Harassment10
  2. Allegation Reporting Guidelines10
  3. Follow-Through12
  1. Appendixes

Addenda

A.Photo Release Form

B.Essex Background Check Form

C.Youth Protection Policy Compliance Affidavit

I. INTRODUCTION

Rotary International(RI) has a long and successful history of providing service to youth. Each year more than 250,000 young people participate in Rotary International youth programs such as Interact, Rotaract, Rotary Youth Leadership Awards Seminar (RYLA), and Rotary Youth Exchange (YE). In addition, many club and district mentoring programs, immunization efforts, job training programs, literacy projects, and other initiatives are designed specifically to help young people.

RI takes youth protection very seriously. This policy focuses on Youth Protection and adopts the principles and practices outlined in the Rotary International governing documents including “The 4-Way Test”, “The Rotary Code of Conduct for Working with Youth”, and “The Charter for Child Protection”. For reference, these documents can be found in the Addenda Section of this Policy.

Rotary International and District 7570 (D7570)strive to create and maintain a safe environment for all youth who participate in Rotary activities. To the best of their ability, Rotarians, Rotarians’ spouse, and partners, and other volunteers must safeguard the youth and young people they come into contact with and protect them from physical, sexual, and emotional abuse.

  1. OVERVIEW OF YOUTH PROTECTION POLICY(YPP)

D7570 has developed an YPP that will meet the requirements of RI for the Youth Exchange, RYLA, Interact and Rotaract. The policy is committed to creating and maintaining the safest possible environment for all participants, both youth and adults, in D7570YouthPrograms. The implementation of this policy will provide protection for youth involved in district sponsored Rotary programs and require all club officers and directors to perform due diligence in the selection and supervision of volunteers participating in district sponsored youth service programs.

  1. APPLICATION OF THE POLICY

The DYPP will apply to all District 7570 Rotary Clubs with volunteers participating in district youth programs, and to district committees that have direct or regular interaction with youth. YPP orientation and training will be provided to all youth service program volunteers.

II. Definitions

1. District Youth Protection Officer (DYPO)

The District Governor (DG) will appoint the DYPO whose duties and responsibilities are:

A. Assist, as needed, in delivering training in Youth Protection (YP) in the D7570;

B. Assist Clubs and District Committees with YP issues;

C. Receive and process volunteer background checks requested by D7570 (or, if necessary, delegate to a designee approved by the DG) through Eastern States Student Exchange (Essex) or some other entity designated by the DG as an authorized agency to conduct background checks. The Annual Background Check Forms (Exhibit B below) received by the DYPO each year shall be purged at the end of each calendar year for which they are submitted; however, a list of who submitted the form and the results of the submission shall be retained by the DYPO for each year.

D. Beginning in 2016, on December 1 of each year, provide to the DG an annual review and program evaluation of the District’s YPP which will take into account any current Virginia, Federal, and Rotary Youth Protection policies, laws, and practices. Report to the DG any suggestions deemed necessary to provide YP to D7570 in a manner consistent with requirements of RI. The timeline for the annual review and program evaluation shall be December 1 through November 30 of each year.

E. Monitor the YPP in D7570 and its administration at both the District and Club levels, including complaint proceedings and a record of all allegations made under the YPP.

  1. DISTRICT LEADERSHIP RESPONSIBILITIES
  1. The DG shall confirm that D7570 will comply with RI Youth Prevention Policies, incorporation, general liability insurance requirements, and any requirements added subsequent to the effective date of the D7570 YPP.
  2. The District shall provide for an independent contractor (such asEastern States Student Exchange - ESSEX), licensed to provide professional background screening services, to process all background checks. The independent contractor will maintain records of all volunteers for whom background checks are processed under this policy.
  3. A Youth Protection Compliance Committee may be appointed by the DG. The DYPO, or a person designated by the DG, receives all background check results and will promptly send a notice to the appropriate person (club president or district committee chair) indicating that a volunteer applicant is “clear”. The DYPO will promptly notify the DG if a candidate is “disqualified”. The DYPO will maintain confidentiality and will discuss with the DG the proper course of action to take regarding the disqualified applicant, and will notify the club president or district chair, whichever is applicable.
  4. The DYPO will maintain a list of all individuals whose names have been submitted indicating the status of the background check.
  1. DISTRICT COMMITTEE CHAIR RESPONSIBILITIES
  1. Chairs of district committees that provide services to youth and have contact with youth will require members of their committee to read YPP and willensure compliance.
  2. Chairs of district committees that provide services to youth and have contact with youth are required to certify to the District Governor annually that the committee will comply with the District Youth Protection Policy (Appendix C).
  1. CLUB PRESIDENT RESPONSIBILITIES
  1. Club presidents will inform club members of the requirements of the youth protection policy using club newsletters, announcements at weekly meetings and website announcements, as appropriate.
  2. Club YE, RYLA, Interact and Rotaract chairs will be required to read this policy and will assist in providing the necessary training for each volunteer and in organizing the volunteers to complete the background checks.
  3. Presidents of clubs that participate in youth programs are required to annually certify to the District Governor that their club will comply with the District Youth Protection Policy (Appendix C).
  1. CLUB RESPONSIBILITY
  1. Compliance with this policy requires that each club require that all volunteers participating, advising or chaperoning in the YE, RYLA, Interact and Rotaract programs complete and pass a background check form (Appendix B).
  2. The club will ensure that each volunteer participates in a volunteer training session on the D7570 YPP. The volunteer training may be conducted in a training session sponsored either by the club, the district, or a district committee. A training session shall consist of a review of the YPP and specific guidelines related to the specific youth program.
  3. It is recommended that each club have a designated Youth Coordinator to ensure all youth protection policies herein are achieved and carried out.
  1. VOLUNTEERS

Volunteers are defined as any adults involved with Rotary youth activities who have a supervisory role or significant interaction with students. This includes, but is not limited to Interact and Rotaract advisors, RYLA organizers and chaperones, drivers, Youth Exchange organizers and host families. In general, a background check need not be conducted for adults who will have only casual or occasional interaction with students such as club meetings, conference seminars, community events and/or fundraisers. Inquiries as to the necessity of a background check should be made to the DYPO.

  1. STUDENTS

Students are defined as youth involved with Rotary sponsored youth programs regardless of whether they are of the age of majority.

  1. PHOTOGRAPHS AND MEDIA PUBLICATIONS

Where a student is under the age of 18, a waiver signed by student participant’s parent/guardian must be on file prior to the publication or distribution of any image of any student participating in a Rotary sponsored event. This includes any images used in Rotary International publications. Rotary Clubs will assure thoughtful and restrained use of photos/media clips and images. The event-sponsoring District or Club must maintain a file including these signed waivers for a minimum of 3 years from date of signature. All photographers, photography, or media information must have prior approval of the chair of the Rotary sponsored event.

(Photo Release Form – Appendix A)

III. VOLUNTEER CERTIFICATION/Youth INVOLVEMENT LIMITATIONS

  1. VOLUNTEER SCREENING AND CERTIFICATION

Screening must be conducted on all volunteers who have a supervisory role or significant interaction with youth. Additionally, all district officials, committee chairs, club or district officers who may have a supervisory role or significant interaction with youth must be certified.

To become certified, the individual must:

A.Complete and submit to aBackground Check (Appendix B).

B.Meet Rotary International/District eligibility requirements for working with youth.

C.Participate in District or Club Youth Protection orientation or training.

D.Understand and comply with the DYPP.

  1. POLICIES OF SCHOOL DISTRICTS AND OUTSIDE ORGANIZATIONS

If Rotary volunteers are involved in school-based youth activities or youth activities with outside organizations, they must abide by all youth protection policies of the applicable school district or outside organization.

  1. ACTIVITIES INVOLVING OVERNIGHT ACCOMMODATIONS
  1. If Youth activities involve overnight stays, all volunteers/chaperones must be “cleared” through the background screeningrequired by thispolicy. Adults and youth of the same gender may occupy dormitory or double accommodations, provided there is a minimum of one Certified Volunteer and a minimum of four youth. Adults must establish separation barriers or privacy zones to keep sleeping areas and dressing areas separated from youth areas. If separate shower facilities are not available for male/female and youth/adults, separate times will be scheduled and posted for showers.
  2. In all coed youth activities involving overnight stays, youth must be accompanied by at least one male and one female adult. D7570 requires Rotarians and other adult volunteers to send at least two adults on any significant youth activity, regardless of the number of youth attending.
  3. While attending overnight events such as RYLA, all volunteers/chaperones will abide by the policies and guidelines set forth by the RYLA committee. Volunteers/Chaperones will not enter the rooms of any students unless accompanied by another chaperone, and only in exigent or emergency situations.
  1. ONE-ON-ONE CONTACT

One-on-one contact between Certified Volunteers (or other adult volunteers), and youth is not permitted with two limited exceptions set forth below. In situations that require personal meetings, the meetings are to be conducted in view of other adults and/or youth. Volunteers/chaperones are not permitted to leave a scheduled event with any student(s), unless previously approved for specific reasons.

Exception #1: Host family members may meet with Rotary Youth Exchange Students one-on-one and YE Club Counselors.

Exception #2: Certified Volunteers may transport Youth students to and from Rotary club meetings and other Rotary events.

IV. TRAINING IN YOUTH PROTECTION

  1. VOLUNTEER TRAINING

Certified Volunteers will receive training in accordance with this policy or guidelines established for specific events and/or activities. Volunteers will also be oriented with and abide by all policies established by schools and colleges where Rotary sponsored events or activities may take place.

  1. DISTRICT LEADERSHIP TRAINING

D7570 shall ensure that all district leaders, officers, club presidents, committee chairs, appointed organizers of youth programs, and volunteers who participate in Rotary Youth activities, are trained in the D7570 YPP.

(Although not every Rotarian will have involvement with youth activities, all Rotarians should be aware of District Youth Protection Policies. Each Rotary Club in District 7570 shall offer Youth Protection Policy orientation during a club meeting and make the policy available to its members).

V. ABUSE AND HARASSMENT PREVENTION

1. STATEMENT OF CONDUCT FOR WORKING WITH YOUTH

Rotary International is committed to creating and maintaining the safest possible environment for all participants in Rotary activities. It is the duty of all Rotarians, Rotarians’ spouses, partners, and other volunteers to safeguard to the best of their ability the welfare of and to prevent the physical, sexual, or emotional abuse of children and young people with whom they come into contact.Adopted by the RI Board of Directors, November 2002

All Rotarians, clubs and districts shall abide by the statement of conduct for working with youth and RI guidelines for abuse and harassment prevention established by the general secretary.

This statement of conduct provides the basic principle for Rotarians to follow when working with young people in any capacity. Such a proactive approach will further demonstrate Rotary International’s commitment to youth, help to prevent specific incidents of abuse or mitigate their negative effects, protect the long-term viability of youth programs, and strengthen the trust of participants and their parents.

2. ABUSE AND HARASSMENT DEFINITIONS

To heighten their awareness of the problem, all Rotarians working with young people should fully understand what constitutes abuse and harassment.

  1. Abuse or Harassment: Abuse or Harassment is any unwelcomed or unwanted physical, written or verbal conduct of a nature which the perpetrator knew or should have known was offensive to the victim. It includes sexual, emotional or physical acts against the victim. Counseling, warnings, restrictions, etc., resulting from inappropriate action by the student is not normally considered ‘harassment’ unless done in a way that unnecessarily embarrasses or belittles a student.
  1. Harassment includes: Harassment can accumulate and become harmful if it is prolonged or significantly distressing and has a significant impact on the young person’s emotional wellbeing. Both males and females can be subjected to Abuse/Harassment.

Unwanted physical contact.

Physical or verbal abuse.

Sexual abuse.

Sexual harassment.

Neglect.

Bullying.

(Some actions considered bullying include unwanted teasing, threatening, intimidation, stalking, cyber-bullying, physical violence, sexual, religious or racial harassment, public humiliation, destruction of personal property, repeating rumor or of falsehood. Concluding whether a particular action or incident constitutes “bullying” requires a determination based on all of the facts surrounding the circumstances).

  1. Sexual Abuse: Engaging in implicit or explicit sexual acts with a student or forcing or encouraging a student to engage in implicit or explicit sexual acts alone or with another person of any age, of the same sex or the opposite sex.

Examples of sexual abuse could include, but are not limited to:

Full sexual intercourse, masturbation, oral sex, fondling.

Non-touching advances.

Indecent exposure.

Requests for participation in the making of pornographic videos or the taking of pornographic photographs.

Displays of offensive, sexual or pornographic videos, pictures or illustrations.

Voyeurism.

Pornographic computer images, emails, texts, or communication via any form of digital media.

  1. Sexual Harassment: Sexual advances, requests for sexual favors or verbal or physical conduct of a sexual nature. In some cases, sexual harassment precedes sexual abuse and is a technique used by sexual predators to desensitize or groom their victims.

Examples of Sexual Harassment could include, but is not limited to:

Sexual advances.

Sexual epithets or jokes.

Unwelcome and / or uninvited physical contact, such as brushing or touching.

Written or oral references to sexual conduct.

Gossip regarding one’s sex life.

Comment about an individual’s sexual activity, deficiencies or prowess.

Verbal abuse or innuendo of a sexual nature.

Suggestive, insulting or demeaning comments, remarks or jokes.

Obscene language or gestures.

Continuing / frequent unwelcome telephone calls, texts, or any other means of communication.

Coercion and persistence by someone able to threaten or confer favors on the recipient of the sexual advances, e.g. implied or overt promises of preferential treatment or threats concerning a person’s employment status, academic or career opportunities.

  1. Emotional Harassment: Any action or comment which unreasonably disturbs the student. Harassment can take the form of repeated comments or gestures about:

Social background.

Home country.

Language.

Culture.

Personal appearance or other characteristics.

  1. Physical Abuse: Any physical harm inflicted on a student and includes but is not limited to :

Providing inadequate accommodation or insufficient nourishment for the student.

Physical touching or physical harm.

Inflicting physical pain or cruelty.

  1. Emotional Or Verbal Abuse: Incidents in which an adult uses fear, humiliation, or verbal assaults to control the behavior of a young person in his or her care.

Examples include rejecting the young person, preventing him or her from developing normal social relationships, and making derogatory statements about the youth’s race, religion, or personal appearance.

  1. Neglect: Failure to provide (for no apparent financial reason) adequate food, clothing, shelter, or medical care necessary for a youth’s well-being.
  1. PREVENTION

The primary goal of the D7570 YPP is to prevent abuse from happening in the first place. This can be achieved through awareness and understanding ofthe items listed above and general provisions, applicable to all Rotary programs including:

  1. Education of the student about safety measures prior to any abuse ever occurring, through appropriate training sessions associated with each program (e.g. at Orientation for District Inbound and Outbound Youth Exchange students).
  2. Advice to students on how to disclose abuse.
  3. Appropriate screening of those working with Youth i.e., Rotary members, counselors, volunteers, and any other person who will spend time with a youth.
  4. Breaking the silence about harassment and sexual abuse. The more that survivors speak out about their experience, the more that abusers will no longer be able to depend on silence to protect them from exposure, which may discourage some potential abusers from ever starting down that path.
  5. Implementation of appropriate investigating and reporting procedures upon disclosure of abuse.

VI. ABUSE AND HARASSMENT ALLEGATION REPORTING GUIDELINES