Tools for Implementation Manual – revisions 7/2010

Five Associations have submitted an overview of the implementation process at their YMCAs, and these summaries have been included at the end of this document.The following pieces are new to the Toolkit, or modified versions of existing Toolkit.

Screening/Hiring

  1. Sample Statement on Abuse Prevention

A ‘Statement on Abuse Prevention’ is a quick and simple tool that sends a strong message about the YMCA’s commitment to protect children in their programs. Such a statement should be read aloud to an applicant during his/her interview – it only takes a minute to complete!

  1. Sample Reference Check form

Many YMCAs are using this format for reference checks – a supervisor can easily see if references have been completed and documented fully in the columns. Please see the option to create a one-page form.

Training/Education

  1. Guidelines for Directors and Supervisors who hire new staff

As many YMCAs are incorporating online trainings to their staff training regiment, one YMCA has created a tool to ensure that staff members comprehend the key pieces of such online trainings. These procedures and dialogue prompts are being used by supervisors to reinforce important rules and expectations.

  1. Unique Abuse Exposures in the Aquatics Environment

Aquatics staff members will face unique exposures to potential child sexual abuse in their day-to-day interactions with children, and these aspects should be addressed regularly with swim instructors and lifeguards. Your may be able to share parts of a 15 minute webinar produced by YUSA regarding on this topic with the aquatics staff and/or swim teach coaches. (). An overview of the webinar’s points has been included in this Toolkit addendum.

  1. Updated Pre-Existing Relationship forms

In the rare case of permitted outside contact between a staff member and a youth participant, a pre-existing relationship for m must be signed and documented by both parties as well as senior leadership. This is a modified version of the form; replacing pages 41-42 in 1/2010 version.

  1. Justification for Limiting Staff Contact...

YUSA offers concrete language and explanation for limiting outside contact between staff and participants. This piece may be shared with staff (or parents, if the Association deems appropriate) so that they better understand the need for this YMCA policy. (Replace pages 39-40 in 1/2010 version)

  1. Guidance: Member’s Code of Conduct Sample

In addition to protecting kids from staff and their peers, it is important to communicate expectations for members and guests as they may interact with children in YMCA facilities. Here you will find a sample Code of Conduct for members. A Sample Membership Policy Statement is also included.

Supervision & Performance Management

  1. Local Board Approval Document

All Massachusetts YMCA Association Boards should formally approve a Child Protection Policy and a Compliance Plan for implementation of the policy.

  1. Camp quick-check

Quick-check forms such as this one may be modified and used during self/peer-assessments of camp or other programs. There is also a form for off-site locations or field trips.

  1. Sample ‘Internal Audit’ checklist

Some YMCAs across the state have established internal ‘Safety Committees’ to complete regular ‘Quick Checks’ of the Association’s various departments. Ideal for a multiple-branch Association, a few staff members from different departments meet to discuss issues of safety and make unannounced visits to check for compliance with YMCA policies and expectations. This form contains examples of key areas to pay attention to, and ensures consistency in the visits. The members of the Committee meet regularly to address areas of success and needed changes. This should always be used as a positive tool to support staff and promote opportunities for growth at the Y.

Feedback Systems

  1. Purpose statement – Code of Conduct

Communicating expected behaviors of staff to parents can protect staff from being approached for babysitting, etc. Sharing the Association Code of Conduct with parents, members, and the public will increase the likelihood that staff or others who are grooming children for abuse are quickly caught before abuse occurs. This statement can precede the Code of Conduct in your employee handbook or be used as an introductory paragraph on your webpage with a link to the Association Code of Conduct.

  1. Child Safe Environment Brochure

This ‘Child Safe Environment’ brochure template is already being used in many YMCAs. The template can be adapted to share information on this sensitive topic with parents, members, and guests. You can easily insert contact information for your YMCA and local agencies and make this available at your front desk or in other high-traffic areas.

The brochure can be downloaded from this website and modified for your YMCA.

  1. Parent Statement of Understanding

Share the Code of Conduct with parents so they are aware of acceptable staff contact with their children. Ask parents of participants to sign Parent Statement of Understanding. This includes a statement limiting staff and program volunteers in their contact with children and families outside of the YMCA program, and which informs parent of the YMCA’s mandate to report suspected cases of child abuse or neglect.

Statement on Abuse Prevention

To be read by a (YMCA Name) interviewer towards the end of the interview

I need to tell you about a policy that we explain to every applicant and every job candidate. The YMCA knows that, unfortunately, there are people that want to work or volunteer here for the wrong reasons. But I’m sure you’ll be pleased to hear about the active, and we believe, effective effort we make to prevent sexual and physical abuse. First, we attempt to screen out offenders whenever possible with very thorough;

  • Background checks
  • CORI & SORI checks (including a fully criminal background check)
  • And a rigorous reference check process

Second, we structure the programs so that one staff member or volunteer is never left alone with one child or anyone who is vulnerable. We try to prevent any opportunity for abuse, and we periodically interview children, parents and others about their experience in our programs.

Third, we take any and all allegations, including those from children, very seriously. We refer all allegations to the authorities and we cooperate fully with any investigation.

Wrongdoers need to know that this is a very risky place to attempt to abuse children or anyone who is vulnerable. Most everyone appreciates this thorough process, which not only protects the children and program participants in our care, but also minimizes the potential for false allegations of abuse against innocent staff members and volunteers.

Do you have any questions about our policy?

YMCA of ______

TELEPHONE REFERENCE

Hello, I am ______with the YMCA of______. ______has given us your name as a reference to verify his/her character and ability to work in the YMCA. This call will be kept confidential and used only to determine ______ability to work in the area that he/she has requested.

______will be working in ______department as a ______. He/she will be working with ______. If you have time, I would like to ask you a few questions to help us determine their potential success with this program.

Applicant’s Name / Staff Making Call
Signature / Date
Reference #1
(preferably a relative) / Reference #2
(non-relative) / Reference #3
(non-relative)
Phone Number
Reference’s Name
Date
How long have you known______?
In what capacity?
Have you observed him/her working with ______?
What type of environment did you observe?
The applicant will be working directly with children. Do you see this as an appropriate position for ______?
Any other info you’d like to share that will help us assess capabilities.
Is she/she eligible for rehire?
COMMENTS:

**You may change the page orientation on this document from ‘Portrait’ to ‘Landscape’ and resize the text box to create an efficient one-page form.

GUIDELINES FOR DIRECTORS AND SUPERVISORS

WHO HIRE NEW STAFF

In an effort to implement best child protection practices at our YMCA we have developed the following informational guidelines to assist you in the delivery of our new child protection tools and systems. Specifically these are:

  • (Vendor’s name) Child Abuse Prevention Online Training
  • Code of Conduct & Child Protection Policy
  • Social Networking/Electronic Communication Policy

(Vendor’s name) CHILD ABUSE PREVENTION ON-LINE TRAINING

Before a new staff member can begin work, they must complete the (Vendor) Child Abuse Prevention Online Training (see on-line training instructions) and present the hiring supervisor with the Certificate of Training upon completion.

CODE OF CONDUCT & CHILD PROTECTION POLICY

The Director or hiring supervisor must present this policy to the new staff member and allow them time to read it.

To ensure that the staff member understands the (Vendor’s) on-line Child Abuse Prevention Training and Code of Conduct & Child Protection Policy we have included some open-ended questions focusing on the 4 key elements* for you to discuss with your new employee. This should feel more like a conversation with the staff member (and not a quiz).

* Four key elements to Child Protection:

1. Supervision

2. Physical and Outside Contact

3. Child Guidance

4. Prevention and Reporting

1. Supervision

Please share with me a couple of examples you would use to keep yourself and children in our care safe?

Offer these examples also if the person does not mention them:

  • Staff shall never leave a child unsupervised
  • The “Rule of 3” (where a staff member is one of the 3)
  • Assess locker room for safety

2. Physical & Outside Contact

Please share some rules around physical contact with children.

Offer these examples also if the person does not mention them:

  • No frontal-to frontal contact
  • No child 2.9 or older should sit on your lap
  • Never touch the bathing suit area

What is the rule about contacting members outside of work?

Why do you think we have that rule?

3. Child Guidance

Share some examples of how we provide a positive environment for all children

Offer these examples also if the person does not mention them:

  • Redirection (offering alternatives to children to promote positive behaviors & conflict resolution)
  • Have children help to set up rules
  • Set up logical consequences for actions to encourage self-control
  • Never physically restrain a child

4. Prevention & Reporting

What are we trying to prevent? (examples of abuse)

Offer these examples also if the person does not mention them:

  • Physical, verbal, sexual, mental, neglect

How should you respond if you suspect a child is being abused?

Offer these examples also if the person does not mention them:

  • Find a private place to talk
  • Be a good listener
  • Reassure the child

What does it mean to be a mandated reporter?

  • It’s important that the staff member understand that our responsibility to report suspected abuse & neglect as mandated by the state of MA.
  • Be sure that they know that no staff member will be discriminated or retaliated against for making a report of suspected abuse.
    SOCIAL NETWORKING/ELECTRONIC COMMUNICATION POLICY

The Director or hiring supervisor must present this policy to the new staff member and allow them time to read it.

You do not need to go into this policy in detail – only talk about how it relates to the Code of Conduct & Child Protection Policy:

How do you think that this policy relates to the Code of Conduct & Child Protection policy when it comes to contacting members outside of work?

  • You want to make sure that the staff member understands that they cannot communicate with teens or program participants under the age of 18 through any of these media.

Child Abuse Prevention in Aquatic Environments:

YUSA Webinar 2009

15 minute webinar:

Outline of Webinar content:

Aquatics staff need abuse prevention training like all other staff, and additionally need to be trained on unique abuse exposures that are afforded in the aquatics environment

  • Unique exposures in aquatics:
  • Partial nudity; stages of undress
  • Most of the risk is here – physical interaction; attracts pedophiles
  • Relative privacy afforded by changing areas
  • Privacy comes with some risks...inherent
  • Potential for unaccompanied adults
  • Difficult for staff to identify and monitor
  • Opportunity for outside contact with children
  • Swim team...
  • Opportunity for verbal, physical, or emotional abuse
  • May unintentionally come down harshly on a child’s performance
  • Opportunity for physical contact
  • Between children AND staff and children
  • Educate parents, staff and kids on appropriate and inappropriate physical contact

1. Changing Areas:

  • Need policies and procedures within the Y facilities and in non-Y facilities
  • In the Y, we have more ability to alter changing area – make sure we can see feet in individual stalls; mirrors can help monitor doors and corridors
  • Areas difficult to see should be locked
  • Enforce policies regarding non-members, etc
  • Post signs that state inappropriate behavior will be reported, and the area is monitored by staff
  • Non-Y facilities – can’t change physical characteristics, but can train staff on supervision
  • Wait until area is empty; staff enters first and checks for security
  • Monitor time spent inside the area
  • Staff should never change in front of kids
  • Aquatic staff should not escort kids to bathroom or help kids change their clothes

  1. Need frequent and intentional staff presence in and around changing areas
  2. Walk-throughs by staff, procedures for when a) only children b) children and the public are present
  • What would staff be monitoring for in changing areas?
  • Suspicious behavior – lone adults may hang out/change just as children are beginning or ending swim lessons
  • Children may loiter, waiting for opportunity to be unobserved
  • Monitor actions between kids – engaging in horseplay
  • Monitor actions between kids and adults – talking about touching, or giving gifts to non-related children
  • Secretive, intimidating, or harassing behavior
  1. Unaccompanied adults:
  2. In changing areas
  3. Masquerade as parents, take pictures – this often goes unchallenged, especially when parents don’t know each other
  4. Post signs and have staff monitor cell phone/camera policy
  5. Staff are vigilant and challenge adults watching children who don’t belong there
  1. Outside contact
  2. Cannot spend time outside a Y program or facility with a minor participants without another adult present (whether the parent approves or not!)
  3. Educate parents about this rule
  4. Special permission must be granted by the Y and the parent
  5. Minimize time staff spend alone with kids during competitive swim events
  6. Branch management should check-in with youth and parents to look for red flags and inappropriate relationships. (Regular check-ins should also be happening with mentoring situations.)
  1. Aquatics also prone to opportunities for verbal, physical, or emotional abuse
  2. Fear of water; children may cling to adults or each other
  3. Swim instructors need proper behavior-management training
  1. Swim Lessons: Opportunity for physical contact
  2. Educate kids and parents on what contact to expect!
  3. Contact between peers – set guidelines for each age group
  4. Teach kids via ‘personal safety talks’ – about boundaries and touch between children and youth – staff need to reinforce these boundaries
  5. Monitor older youth for sexual behavior

***If YMCAs are aware of the unique child abuse exposures in an aquatics environment, they can take steps to reduce these exposures.

Pre-Existing Relationship Form

______YMCA

TO: / Staff Member/Volunteer
(Typed or printed name)
FROM:
(Typed or printed name and title)
RE: / Pre-Existing Relationship Notification
DATE:
In order to protect our children and the YMCA, we have adopted a policy prohibiting staff members from having contact with program participants outside of working hours and outside of approved YMCA programs except in limited circumstances.

Under the policy, staff may not be alone with children they meet in YMCA programs outside of the YMCA. This policy prohibits staff from engaging in babysitting, sleepovers, and inviting children to your home unless one of the following conditions exists:

  1. You and the child’s family or guardians have a relationship that predates your employment or volunteer position at the YMCA.
  2. You and the child’s family or guardians have a relationship which predates the child’s enrollment in a YMCA program.
  3. You and the child, or the child’s family or guardians are related.

In all of the above cases, a release signed by both parents and a copy of this signed notification to you must be provided to the YMCA. The signed release and notification will be placed in the YMCA employee’s personnel file and in the file of the child(ren).

Outside contact that does not meet one of the above conditions may result in your termination.

______

I have read and understand the (name) YMCA’s position of not allowing one-on-one contact with child/children outside of YMCA programs.

□ My situation meets the criteria listed above. Please circle ( A B C )

Printed names of child(ren):

Signature – Staff Member / Signature – CEO
Date / Date

(New 2/10

Pre-Existing Relationship Form

______YMCA

TO: / Parent/Guardian
(Typed or printed name)
FROM:
(Typed or printed name and title)
RE: / Pre-Existing Relationship Notification
DATE:

In order to protect your children and prevent any children from having one-on-one contact (other than incidental) with employees and volunteers of the (name) YMCA,we have adopted a rule which prevents such contact. This is done in order to protect the YMCA, as well as your children.

Staff may not be alone with children they meet in YMCA programs outside of the YMCA. This includes babysitting, sleepovers, and inviting children to their home unless one of the following conditions exists: