PROCESS:

 

The Ethics Committee will be formed as needed and  is comprised of the Chairperson, one Board Member and the Executive Director. It is the duty of each Board member to promptly and confidentially report, in writing, any evidence of another member engaging in unethical practices or other violations of this code of Ethics. The report shall cite the specific applicable principle of the Code of Ethics that has allegedly been violated. Board Members shall submit in writing all questions and disputes regarding interpretation of the Code of Ethics for investigation and resolution. This submittal shall cite specific principles of the Code of Ethics that are in question or dispute.

 

PROFESSIONAL CONDUCT: The professional conduct of the Board Members shall be governed by the FYC Youth Centre Code of Ethics.

PLEDGE: Every member by joining or renewing membership of the FYC Youth Centre Inc, pledges to adhere to this Code of Ethics.

CONDUCT SUBJECT TO DISCIPLINE: A Board Member or Staff Member may be subject to disciplinary sanctions, if the member has:

a)   Been convicted by a court of competent jurisdiction of committing a felony while holding membership at the FYC Youth Centre Inc.

b)   Violated the FYC Youth Centre’s Code of Ethics, policies, rules, regulations or bylaws as determined by the Ethics Committee.

c)   Had a civil judgment entered against them for negligence arising out of their performing   professional services.

     

In the event of (a) or (c) above, the Member shall have an affirmative obligation to notify the Ethics Committee in writing in an expeditious manner about said occurrence.

 

INITIATION OF COMPLAINTS: Complaints raising disciplinary considerations against a member may be made by any interested party. All complaints must be submitted to the Ethics Committee in writing and supported by credible and relevant evidence.

PRELIMINARY INVESTIGATION OF COMPLAINTS: The Ethics Committee shall make an initial investigation into all written complaints. It shall collect credible and relevant evidence related to the complaint. It shall determine the precise nature of the conduct that is the subject of the complaint, whether there is any factual basis to support the alleged misconduct, and whether such conduct, if proven by a preponderance of the evidence, would constitute a violation of the Code of Ethics. The member against whom a written complaint has been made shall be informed that a preliminary investigation is being conducted and that he/she will be informed of its results. The complained against member may be asked to comment, orally or in writing, to the Committee. After the completion of the preliminary investigation, the Committee will determine whether the information obtained can reasonably be interpreted to constitute a violation of the Code of Ethics. A decision not to commence any disciplinary proceedings against a member shall be made known to the member in question and the complaining party.

 

DUE PROCESS: A decision to commence disciplinary proceedings will initiate the following mandatory requirements: written notice of all charges to the parties, 30 days advanced written notice of a hearing, and a hearing before the Ethics Committee where the parties will be provided a reasonable opportunity to present their respective charges and defences. After considering the evidence, the Committee will make a decision by majority rule on whether the charges against the Member were proved by a preponderance of the evidence.

 

CONFIDENTIALITY: Confidentiality by the members of the Ethics Committee is to be strictly maintained during the judicial proceedings except to the extent reasonably necessary for a full review of the facts.

 

DISCIPLINE: The Ethics Committee may impose any of the following sanctions in the event the Committee finds that a Member violated the Code of Ethics after conducting a due process hearing.

 

CENSURE: a written record of censure shall be placed in the permanent record of the Member and a copy shall be sent by first class mail, return receipt requested. The returned receipt shall be placed in the member’s permanent record.

 

SUSPENSION: means that all membership rights and privileges are forfeited during the suspension period. Suspension shall be unconditional and for a specified period at the termination of which full membership rights and privileges will be reinstated. A written record of suspension shall be placed in the permanent record of the Member and a copy shall be sent by first class mail, return receipt requested. The returned receipt shall be placed in the member’s permanent record.

 

EXPULSION: means that all membership rights and privileges are revoked unconditionally. A written record of expulsion shall be placed in the permanent record of the Member and a copy shall be sent by first class mail, return receipt requested. The returned receipt shall be placed in the member’s permanent record.

Upon written application, for good cause shown, and in the sole discretion of the Ethics Committee, an expelled individual may be reinstated to all rights and privileges as a Member in good standing.

 

DECISION: The decision of the Ethics Committee, following the hearing shall be subject to the ratification of the Board of Directors. Every decision, whether for acquittal, censure, suspension, or expulsion, shall be presented in writing and shall specify the charges made against the member, the facts presented in substantiation and/or refutation of the charges, the verdict rendered, and the penalty, if any, imposed. Following the review of the Board of Directors, notice of the decision shall be sent by return receipt requested mail to the member. Such notice shall also inform the member of the right of appeal. The findings of the Ethics Committee, as ratified by the Board of Directors, shall be final and binding on the affected parties. The decision, as ratified by the Board of Directors, may be made public in the sole discretion of the Ethics Committee.

 

APPEAL: The member may appeal the decision of the Ethics Committee and the Board of Directors by filing a statement of particulars with the Executive Director of FYC Youth Centre Inc, no later than sixty (60) days after the mailing decision accompanied by a request for a hearing before the Appeals Board.

 

APPEALS BOARD: The Appeals Board shall be composed of three (3) members to be selected by the current Chairperson of FYC Youth Centre. This Board shall be comprised of a Chairperson, current or past Board members and/or past-Ethics Committee members. All decisions shall be stayed pending appeal. All notice and hearing requirements shall be applicable to appeals to the Appeals Board. When feasible, the Appeals Board shall hold its hearing at the next Board of Directors meeting following the receipt of the notice to appeal. The decision of the Appeals Board following the appeal shall be final. The Appeals Board has the right, after review of the incident, to terminate the appeals process, if, in the opinion of the Appeals Board, further appeal is not warranted.

 

HOLD HARMLESS: Every member of the FYC Youth Centre does waive the right to hold the FYC Youth Centre Inc, its director, officers, members and/or employees responsible for any damage, pecuniary or otherwise, which may result from discipline associated with disciplinary proceedings against said member.

 

INTERPRETATION AND APPLICATION OF CODE OF ETHICS

The preceding statements constitute the Code of Ethics of the FYC Youth Centre.  Problems involving questions of ethics will be solved within the broad boundaries as established in this Code of Ethics. Members found guilty of unethical conduct as described in the FYC Youth Centre’s Code of Ethics are subject to penalties.

 

1.9     HARASSMENT

 

REASON FOR THIS POLICY:

The FYC believes in providing a safe, supportive, and harassment free work environment for all persons.

 

POLICY:

Definition of Harassment:

            Harassment is any unwanted physical or verbal conduct that offends or humiliates a person.  Such conduct can interfere with one’s ability to do a job or obtain a service.  The harasser, who could be of the same or opposite sex as the person harassed, may be a supervisor, a co-worker, or someone providing you with a service.

 

Harassment will not be tolerated.  The FYC expects a harassment free work environment for all staff, youth, and volunteers.  If harassment is reported, it will be investigated by the Executive Director or Board of Directors, and corrected as soon as possible.

 

PROCEDURE:

A person who believes s/he is being harassed by another person involved with the FYC is advised to take the following measures:

 

1.      Make the objection, disapproval and/or unease known to the offending person in a clear manner and politely but firmly request that it stop.  Keep a personal record of the details of this confrontation and the reaction of the offending person.

2.      If the harassment continues, keep a record of the incidents, times and names of any witnesses and seek the assistance of the YC Executive Director; who is obligated to take all reasonable steps to investigate and resolve the situation, or refer it to the Board of Directors.  If the offending person is the Executive Director, go directly to the Board of Directors (names and telephone numbers listed in the YC office).

3.      If the situation is not resolved to the satisfaction of all parties, a complaint should be submitted in writing to the FYC Board of Directors.

 

 

 

 

Disciplinary action as decided by the Board of Directors, will be taken against a staff, volunteer, placement student, Board Member, etc. found to have harassed someone.  If felt necessary, the Board of Directors may suspend or terminate the position of the harassing volunteer, staff, placement student, or Board Member.

 

 

1.10     Privacy Policy

 

REASON FOR POLICY

Legislation that came into effect on January 1, 2004 has made it imperative that organizations collecting, sharing, or exchanging personal information publicly must have a privacy policy and inform the public about it.  This is the law; an organization is responsible for the protection of personal information and the fair handling of it at all times, throughout the organization and in dealings with third parties. Care in collecting, using and disclosing personal information is essential to continued public confidence and good will.

There are exceptions, as noted below; however, these exceptions must be noted with caution. 

 

Privacy Principles
– excerpt from Dept. of Justice, Privacy Provisions Highlights, http://www.privcom.gc.ca/index_e.asp

The privacy provisions are based on the Canadian Standards Association’s Model Code for the Protection of Personal Information, recognized as a national standard in 1996. The Standard addresses the ways in which organizations collect, use and disclose personal information. It also addresses the rights of individuals to have access to their personal information and to have it corrected if necessary.

The code’s 10 principles are:

1. Accountability: An organization is responsible for personal information under its control and shall designate an individual or individuals who are accountable for the organization's compliance with the following principles.

2. Identifying Purposes: The purposes for which personal information is collected shall be identified by the organization at or before the time the information is collected.

3. Consent: The knowledge and consent of the individual are required for the collection, use or disclosure of personal information, except when required by law.

4. Limiting Collection: The collection of personal information shall be limited to that which is necessary for the purposes identified by the organization. Information shall be collected by fair and lawful means.

5. Limiting Use, Disclosure, and Retention: Personal information shall not be used or disclosed for purposes other than those for which it was collected, except with the consent of the individual or as required by the law. Personal information shall be retained only as long as necessary for fulfillment of those purposes.

6. Accuracy: Personal information shall be as accurate, complete, and up-to-date as is necessary for the purposes for which it is to be used.

7. Safeguards: Personal information shall be protected by security safeguards appropriate to the sensitivity of the information.

8. Openness: An organization shall make readily available to individuals specific information about its policies and practices relating to the management of personal information.

9. Individual Access: Upon request, an individual shall be informed of the existence, use and disclosure of his or her personal information and shall be given access to that information. An individual shall be able to challenge the accuracy and completeness of the information and have it amended as appropriate.

10. Challenging Compliance: An individual shall be able to address a challenge concerning compliance with the above principles to the designated individual or individuals for the organization's compliance.

Exceptions

Some groups, such as law enforcement agencies and journalists, have a lawful or investigative need to collect, use and disclose personal information without having to obtain the consent of the concerned individuals. For these reasons, certain exemptions are included:

• personal information collected, used or disclosed solely for journalistic, artistic or literary purposes;

• if the action clearly benefits the individual or if obtaining permission could infringe on the information’s accuracy;

• where such data can contribute to a legal investigation or aid in an emergency where people’s lives and safety could be at stake; and

• if disclosure aids, in times of emergency, matters of legal investigation, or facilitates the conservation of historically important records.

 

Our Commitment

 

FYC is committed to protecting the privacy of the persons it serves, its employees, students and interns, the members of its Board of Directors and other volunteers, and persons from the public who have contact with the agency.

 

During the course of our work, we usually gather and use personal information.  Anyone from whom we collect such information should expect that it will be carefully protected and that any use of or other dealing with this information is subject to consent.  Our privacy practices are designed to achieve this.

 

Definitions of Personal Information:

 

Personal information is any information that can be used to distinguish, identify or contact a specific individual.  This information can include an individual’s opinions or beliefs, as well as facts about, or related to, the individual. Examples are information related to race, national or ethnic origin, color, religion, age, sex, sexual orientation, disability, marital or family status; educational, medical, psychiatric, psychological, criminal, or employment history; remuneration or financial transactions; any identifying number, symbol, or other identifier assigned to an individual; the home address and telephone number of the individual; correspondence or other communications received from the individual that is implicitly or explicitly confidential and replies to them that would reveal the contents of the originals; the views or opinions of another person about the individual; the individual’s name where it appears with other personal information relating to the individual or where the disclosure of the name would reveal other personal information about the individual .  Exceptions are business contact information and certain publicly available information, such as names, addresses and telephone numbers as published in telephone directories; these are not considered personal information.

 

Where and individual uses his or her home contact information as business contact information as well, we consider that the contact information provided is business contact information, and it not therefore subject to protection as personal information.

 

Purpose:

 

We collect, use and disclose personal information only for purposes that a reasonable person would consider appropriate in light of the circumstances.  We routinely offer individuals we serve and deal with the opportunity to opt not to have their information shared for purposes beyond those for which it was explicitly collected.  To preserve the privacy of persons who have business with our agency, any information we collect is used only to:

 

Ÿ   identify your role with FYC; that is, as a consumer of services, an employee, a member of our Board of Directors, a volunteer, a student, a colleague in our interagency service network, or a member of the general public;

Ÿ   assist FYC in serving you or working with you;

Ÿ   enable FYC to collect anonymous general statistics for quality assurance, program evaluation, audits, and reports to funders and partner organizations, such as the Ministry of Health and Long-Term Care, or other funders about the services delivered by FYC in keeping with its funding.

 

Privacy Practices:

 

Personal information gathered by FYC is kept in confidence.  Our personnel are authorized to access personal information based only on their need to deal with the information for the reasons for which it was obtained.  Safeguards are in place to ensure that the information is not disclosed or shared more widely than is necessary to achieve the purpose for which it was gathered.  FYC also takes measures to ensure the integrity of this information is maintained and to prevent its being lost or destroyed.

 

FYC collects different kinds and amounts of information about you, depending on the nature of your relationship with the agency.  Information is collected in face-to-face conversations, over the telephone, by fax machine, through e-mail correspondence, and by communication with the FYC web site.  “Records” kept by FYC means any document containing information, however recorded, whether in manuscript, printed, on film or in electronic form or otherwise.  For consumers of our services, we collect, through your discussions with our staff, personal information about your circumstances.  For employees, students, volunteers, and members of our Board of Directors, information also includes job responsibilities, work attendance, compensation, performance evaluations, committee attendance, and community assignments.  For community service partners and members of the public, information includes reason for contact and contact information.  The information collected is kept in paper and electronic records and include such things as the nature of your contacts, dates, times, and services provided.

 

Consent:

 

FYC will not release your personal information to others without your consent, with the following exceptions:

 

Ÿ   medical emergencies;

Ÿ   situations that may involve child abuse;

Ÿ   situations that may involve danger to public safety, including threats of harm to others;

Ÿ   situations that may involve danger to your own life, including threats of suicide;

Ÿ   situations in which your state of intoxication while at the agency or leaving it may give rise to dangers to yourself or others;

Ÿ   subpoenas from the Court

 

FYC understands that you have consented to the collection of personal information from you, and consented to its use for FYC’s purposes of serving or working with you, whenever you apply to receive services from the agency or work with it and answer questions posed to you by its employees, students and volunteers in order to collect information about your circumstances.

 

You may decide that you do not want your personal information used or shared in a certain way.  If this is the case, you may withdraw or refuse your consent by discussing your wishes with the Executive Director of FYC.  Withdrawing your consent may prevent FYC from providing you with services you request.

 

​

Accuracy, Safety, Security, and Retention:

 

Personal information collected by FYC will be as accurate, complete, and up-to-date as is necessary for the purposes for which it is to be used.

 

Records kept by FYC about you are stored in a secure environment and can be accessed only by authorized personnel.

 

Information collected by FYC will be retained only as long as necessary to fulfill the purposes for which it has been collected.

 

Access to Records:

 

Persons receiving services from FYC can request and access records kept about themselves through their counsellor and/or the Executive Director.  Employees of FYC, students and interns, colleagues from other agencies, FYC Board members and other volunteers, and members of the public can request and have access to records kept about them through the Executive Director.

 

For persons who receive services from FYC as couples or families, FYC will release only that information which is related to their own specific counselling or service activities.

 

Questions, concerns, or complaints about FYC’s records, its privacy policy, its compliance with its policy, and/or the accuracy of its records can be addressed to the Executive Director or the Board of Directors.

 

Privacy statement

 

Reason for this statement and policy:

Presents a summary of your policy for the public.

 

Privacy Statement

The FYC is dedicated to serving youth in Frankford.  It collects and uses your personal information primarily for the purpose of providing you with the services you request through this Youth Centre.  FYC may also contact you from time to time to ask about your membership and relationship with the YC or to conduct surveys and questionnaires related to research, programming and activities of the YC, its membership, and its relationship to the community.  To enable us to more efficiently provide for the services and programming of the YC in the community, we may share your personal information with core founders, social agencies, other youth centres or selected third parties who are acting on our behalf.  In cases of emergencies, situations where legal issues are arising, or to address emergencies involving the youth, we may also share your personal information with pertinent agencies and organizations. Normal and courtesy communications with parents/guardians will be considered public unless informed to the contrary.  If you do not want your name to be made available, please call (phone #/s and/or name/s); withdrawing your consent may prevent FYC from providing you with services you request.  A copy of our privacy policy is available at (name of website, address, or by contacting (name/phone/email).

 

PROCEDURE

 

The policy statement will be posted in a public place in the youth center at the entrance, and be a part of the sign-in book or sign-in sheets.

 

All new youth members will be provided with a copy of the privacy statement.

 

The Privacy Policy will be made available to anyone requesting it.

 

 

1.11   Abuse Prevention and Reporting

 

Rationale:

Children and Youth are vulnerable to abuse and we have a moral and legal duty to protect them as far as we are able.

 

Policy

In compliance with the Child and Family Services Act the following guidelines will be followed:

 

Staff/Volunteer adults shall not:

• Permit or accept abusive and discriminatory behaviour or peer-led activities (i.e. initiation ceremonies, bullying, taunting).

• Engage in inappropriate behaviour or contact (i.e. physical, verbal, sexual, including horseplay).

• Allow or encourage others (staff, volunteers or young people to engage in inappropriate behaviour and contact as above).

• Use inappropriate or demeaning language.

• Engage in sexual relationships with young people.

• Make sexually suggestive comments.

• Invite young people to individual homes.

• Provide lone transportation in vehicles.

• Show favoritism to anyone.

• Jump to conclusions without checking facts.

• Use alcohol, drugs or other substances when working.

• Undermine or criticize others.

• Deliberately put yourself or others in compromising or potentially dangerous situations.

• Believe ‘it could never happen to me’, trivialize abuse.

• Rely on just your good name to protect you.

• Whilst respecting the need for privacy and confidentiality where appropriate, avoid being alone with a young person. If it is necessary to work one-on-one, never have meetings behind closed doors. Make sure that others are within earshot and preferably within sight, with either the door remaining open or an unobstructed window in the door.

 

Examples of Appropriate and Inappropriate Physical Contact

Appropriate forms include:

-          One arm hugging

-          Side-to-side hugging

-          Touch on the back or shoulder

Inappropriate forms include:

-          Chest-to-chest hugging

-          Extended hugging

-          Overly-exuberant affection

-          Sitting on laps

-          Kissing

-          Back rubbing

-          Tickling

-          Touching chest, knees, thighs, or other inappropriate spots on the body

-          Inappropriate horseplay

 

Procedure

Reporting Allegations or Suspicions of Abuse

FYC will take concerns or suspicions seriously, and full support will be given. According to the Child and Family Services Act, any person with a reasonable suspicion of child abuse has a legal responsibility to report the matter immediately to the Children’s Aid Society (CAS) or Police Services. The person does not need to be sure that a young person is suffering abuse in order to make a report to the CAS. If a person is unsure about possible abuse, they are directed to err on the side of caution and immediately report their concerns to the CAS or Police.

1.    When a Staff Person/Volunteer observes signs or receives a report of abuse, they are legally required to report this belief to the CAS or Police. FYC stresses that this obligation is not only a legal one but is also a moral one in keeping with Christian values.

2.    A person who knowingly fails to report is in violation of the law and may be found to have committed an offence and be subject to suspension from performing any services or duties at FYC.

3.    The reporting must be immediate and ongoing. The person making the initial report must report any additional grounds that they might have to suspect that a young person is suffering abuse.

4.    The person reporting must promptly notify the FYC Director that a report has been made to the CAS or Police, in order to ensure that FYC can take all reasonable and appropriate steps to limit the abuse and any threat posed by the accused if they are a Staff Person or Volunteer at FYC. In addition, the person reporting must keep the Director informed of any investigation they may be involved in arising from the reporting of abuse, unless they are directed not to do so by the CAS or Police.

5.    The FYC Director must promptly notify the FYC Board Chair of the incident and keep him or her informed of ongoing developments.

6.    The Board Chair must notify the FYC insurance provider and seek legal counsel upon hearing of a suspected child abuse case.

7.    An incident report must be filled out, filed in a secure and confidential location, and kept permanently.

8.    If the suspected abuse happened in the context of FYC programming or was committed by a FYC Staff Person or Volunteer, the parents of the victim must be notified by the FYC Director.

 

Treatment of the Accused or Convicted

1.    If a report of abuse is made against a FYC Staff Person or Volunteer, the Staff Person/Volunteer will immediately be suspended from performing any services or duties for FYC (with pay, if applicable). The suspension of the Staff Person/Volunteer will remain in effect until they are exonerated from any criminal charges arising from the abuse, or any investigation by the CAS and/or the Police is completed with a determination that the abuse did not occur. Under these circumstances, the suspension will end and the Staff Person/Volunteer will be entitled to return to performing his or her pre-suspension services or duties.

2.    If the accused Staff Person/Volunteer is convicted in a criminal court of abuse to children or youth, or pleads guilty to some lesser and included offense arising from the abuse, they will immediately be terminated with cause from any services or duties he or she may be performing for FYC.

3.    Regardless of whether the person is suspended or terminated, they will not take part in FYC programs or activities nor be permitted access to children or youth through FYC connections during the suspension period or following termination.

 

Cooperation with Authorities

1.    FYC Board Members, Staff and Volunteers must cooperate fully with civil authorities under the guidelines of legal counsel.

2.    FYC Board Members, Staff and Volunteers must maintain confidentiality throughout the investigation and beyond.

3.    FYC Board Members, Staff and Volunteers must not engage in conversation that could prejudice the case or cause increased liability to FYC. Examples include blame, minimizing, denial, or inaccurately admitting responsibility.

 

Advice on Responding to a Young Person Wanting to Talk About Abuse

General Points

·      Above everything else listen, listen, listen

·      Show acceptance of what the person says (however unlikely the story may sound)

·      Keep calm

·      Look at the person directly

·      Be honest

·      Tell the person you will need to let someone else know - don't promise confidentiality

·      Even when a young person has broken a rule, they are not to blame for the abuse

·      Be aware that the young person may have been threatened or bribed not to tell

·      Never push for information. If the person decides not to tell you after all, accept that and let them know you are always ready to listen.

·      Reassure the person that they were right to tell you.

·      Let the person know what you are going to do next and that you will let them know what happens.

·      As soon as possible write down what has been shared. Write exactly what they said and when they said it, what you said in reply and what was happening immediately beforehand (e.g. a description of the activity). Record dates and times of these events and keep all hand-written notes, even if subsequently typed.

 

Helpful Responses

·      You have done the right thing in telling

·      That must have been really hard

·      I am glad you have told me

·      It's not your fault

·      I will help you

 

Don’t say

·      Why didn't you tell anyone before?

·      I can't believe it!

·      Are you sure this is true?

·      Why? How? When? Who? Where?

·      Never make false promises

·      Never make statements such as "I am shocked, don't tell anyone else"

 

Barriers Often Faced by Persons When Reporting and Responding

·      Personal initial reactions such as shock, disbelief, fear and denial.

·      Not believing the suspicion or allegations about people known to them.

·      The fear of getting it wrong.

·      The fear of the consequence – for the young person; family; organization.

·      Worrying that the situation may become worse.

·      Not wanting to get ‘involved’.

·      Not having enough awareness of the issues faced by children and young people with disabilities.

·      Little understanding and awareness of different cultural or faith issues.

It is important to remember that these reactions are common and normal. Being aware of these barriers will help overcome them.

 

Barriers Often Faced by Young People

Being aware of these barriers will help you to provide an environment where young people feel it is ‘OK’ to disclose abuse. Some of the barriers for young people may include:

·      The fear that they will not be believed;

·      Being scared of telling as they may have been threatened;

·      The belief that they will be removed from the family home;

·      Believing they are to blame;

·      Feeling embarrassed or guilty;

·      Believing that it is ‘normal’ i.e. that it happens to everyone;

·      Not wanting to get the abuser into trouble;

·      Having communication or learning difficulties; and

·      The repercussions on the family or their wider community.

Always remember that abuse thrives on secrecy.

 

 

2. Standard Operating Procedures

 

2.1 Membership and Sign-In Procedures

 

Purpose:

 

To ensure the safety, security and appropriate supervision of all those using the facility. To provide a sense of ownership, value and involvement in the program and facility.

 

Membership Procedure:

Youth shall meet with a staff member to fill out a general information form that will be kept at the Youth Centre for emergency information and contact purposes.

Youth will also be issued a membership card that will include their photo, a code of conduct and the youth's signature.

Upon completion of the information form and issue of the membership card a staff member will review the information with the youth verbally, including the code of conduct and natural consequences of not following the code of conduct.

Once the information has been explained, the youth may sign both the information form and the membership card to indicate their clear understanding.

 

Sign-In Procedures:

Staff or volunteers must greet all people entering the Youth. Centre facility.

Upon entering the Youth Centre, the youth will show staff/volunteers their membership card and sign the PARTICIPANT sign-in list located at the entrance of the building on each visit.

 

The PARTICIPANT sign-in list is kept to record every youth who has come through the doors for a program at the youth centre. Information is collected for tracking of how many youth have used the program, what area they come from, their age, their phone number for emergencies, and whether or not they are regular members. This assists the Youth Centre in keeping statistics and a safe facility.

 

All those youth participating in a staff or volunteer led program or activity outdoors must also sign-in. During the summer schedule, sign-in will also be available outside at the entrance to the facility. Staff responsible for outdoor activities on their shift will also be responsible for keeping a sign-in list that they will reconcile with the inside lists at the end of their shift.

 

Visitors who are not youth are to be greeted and assisted accordingly. They may require direction to another program or organization in the facility but will first be required to sign-in at the main entrance under the VISITOR section, so that staff are aware of numbers in the facility for fire and safety purposes.

 

If a youth or a visitor refuses to sign-in upon entrance to the facility with the required information, they may be asked to leave.

 

2.2     Staff/Volunteer and Student Ratios

 

Rationale

FYC will make sure that all participants are supervised well with the correct amount of Staff/Volunteers at any given event or activity at the youth centre.

 

Policy

·      Staff/Volunteer ratios will be determined by age and type of activity.

·      For youth in grades 6-12 there must be two staff or volunteers for every 16 youth.

·      For youth in grades 9-12 there must be two staff or volunteers for every 20 youth.

·      There must be at least 2 unrelated Staff/Volunteers in the building at all times while FYC is open. If the second floor is open there must be an additional Staff Person/Volunteer for a minimum of 3 Staff/Volunteers. The third Staff Person/Volunteer must continually rotate between the first and second floors for adequate supervision.

·      For activities on the property of FYC but outside the building there must be at least 2 unrelated Staff/Volunteers.

·      For high-risk activities there must be at least 2 Staff/Volunteers for every 10 youth.

 

Procedure

·      The FYC Executive Director will maintain a schedule of Staff/Volunteers for all times FYC is open and all FYC events, ensuring proper ratios will be achieved.

·      A contact list of Staff/Volunteers will be available in the office.

·      On the occasion more youth access FYC than was planned for in the scheduling and additional Staff/Volunteers are needed, the Executive Director, or another Staff/Volunteer if the Director is absent, will use the contact list to find another available Staff/Volunteer. If none can be found youth who arrive at FYC after the ratios have been filled must be told FYC is at capacity and asked to come back the next time FYC is open.

·      If a scheduled Staff/Volunteer does not show up and cannot be contacted nor a replacement found, resulting in inadequate ratios, FYC must either close the second floor or cancel the scheduled event, depending on the number of Staff/Volunteers available.

 

2.3  SAFETY CHECKS

 

REASON FOR THIS POLICY:

 

This policy will ensure a written record of safety checks concerning the centre.  Although it may seem redundant at times, if anything were to happen, it is very helpful to determine the time events occurred and to limit the number of people who may be responsible or involved. 

 

POLICY:

 

Predetermined areas ( surrounding outside area, kitchens, etc.) and objects ( fire extinguishers, kitchen utensils, equipment, etc.) will be checked at regular time intervals to ensure safety of centre and surrounding area. 

 

PROCEDURE:

 

1) Make regular safety checks when the centre opens and every hour afterwards.  Make notes on the necessary charts, or in the log book provided.

 

a)         fire extinguishers

b)         the parking lot

c)         window locks

d)         basement: check flooding, broken windows, etc.

e)         hallways: check for damage or inappropriate behaviour

 

2) Once a week, check smoke and carbon monoxide detectors.  Make sure the first aid kit is fully stocked.

 

2.4     EMERGENCY PHONE NUMBERS

                                                                             

REASON FOR THIS POLICY:

 

Providing the youth centres with this information in an easily accessible location can save valuable time if an emergency occurs. Many community safety codes require this information be posted at all facilities used by the public.

 

POLICY:

 

Emergency phone numbers will be conspicuously posted at the youth centre, at all times, to ensure quick access to emergency services.

 

PROCEDURE:

 

Post emergency phone numbers by the telephone and/or program them into speed dial. Post the centre’s address clearly by the phone. 

 

Emergency numbers should include fire, ambulance, police, and poison control.  One or more Board member’s contact numbers should also be readily available.

 

2.5     COMMUNICATION BOOK

 

REASON FOR THIS POLICY:

 

A method of communication needs to be maintained among all the staff/volunteers.  A communication book is an excellent way of passing information.  All staff are to be made aware that this book can serve as a legal record, if needed.  Therefore, it should be managed with a level of professionalism.

 

POLICY:

 

A communication book will be kept at the youth centre.  All significant incidents, information and/or general notes will be made in this book and it will be accessible to staff/volunteers.

 

PROCEDURE:

 

A daily communication binder is to be kept by the staff on duty in the program office. It is not to be left unattended or in plain sight. Youth are not allowed to read the binder. The staff on shift is responsible for this and should ensure that it is not left unattended or that it is locked in a secure place.

 

 

The communication binder should be read at the beginning of the daily shift and at least one staff person needs to write comments in the communication book at the end of the shift. This should be the youth worker on duty.

 

At the end of each shift (or during the shift if needed) notes will be made in the communication book.  This book will be read by the staff/volunteer working next and be used as a method of communicating notice of important events or significant happenings.

Initials or first names may be used to identify people in the book but confidentiality will be maintained at all times.  The book will remain at the youth centre (specify location in YC), as it must be accessible to staff/volunteers at all times.  Photocopying of any part of the volunteer communication book will be permitted by the Board Chair or Executive Director with written consent.

 

Guidelines of Events to be noted

·         activities planned and contact persons involved

·         changes to staff and volunteer schedules

·         requests for volunteers to cover specific shifts or events

·         problems or incidents with youth or other individuals, and action taken

·         reference to incident reports

·         questions for volunteers or staff

·         telephone messages

·         staff/board meeting times

·        youth board meeting times

·        notice of staff/board/youth board meeting minutes

 

2.6     PARENTAL CONTACT

 

REASON FOR THIS POLICY:

 

This policy ensures that you have the information available in the event of a need to contact parents/guardians.  You may need to contact them in case of emergency, for (mis)conduct issues, or simply to help arrange car pools, etc.  Some contact information changes frequently, e.g., telephone numbers, addresses, etc. . It can be difficult to keep accurate records; therefore, a regular updating schedule is recommended.

 

POLICY:

 

In case of emergency or problems, the staff and/or volunteers will contact the parent/guardian of the youth to advise of the situation.  Parents may also be contacted to inform about events and program planning.

 

PROCEDURE:

 

The membership application package to the centre will include an information form that must be filled out by the applicant and returned to the centre before a membership card is issued.

 

The contact numbers for the parent or guardian will be transferred to a book or database with the name of the youth.  This book will be kept in a location that is secure and easily accessible to staff/volunteers.  This book will not be accessible to youth members  to protect and respect the confidentiality of the parents and youth.

 

 

2.7     Permission & Participation Forms

 

Purpose:

 

To ensure age appropriate consent and permission for all activities offered.

 

Procedure:

 

1. Some special programs offered at or through the Youth Centre may require parent/guardian permission for participation. In such cases, youth who are under the age of 18 years old will require written consent.

2. Participation forms will be available and program specific to inform parents of what is involved.

3. In order for youth to participate in an off-site outing, they must have a participation form completed and signed by a parent/guardian.

4. Once returned, the participation forms will be kept on record in a participation forms binder.

5. Staff will take the first aid kit, participation form binder and a daily report sheet with the group on any outing.

 

In order for youth to participate in an overnight activity, whether on or off-site, the youth must have a permission form for that activity filled out and signed by a parent/guardian. The staff organizing this activity will have a separate folder for this.

 

2.8    TRANSPORTATION OF YOUTH IN PERSONAL CARS

 

 

REASON FOR THIS POLICY:

 

The need may occasionally arise to transport the youth to functions and events related to youth centre activities.  If no policy is developed in this area, volunteers may make erroneous assumptions about responsibility, insurance, etc. 

 

POLICY:

 

The youth members of the centre may be transported in cars of volunteers/staff of the centre, provided certain procedures are followed.

 

PROCEDURE:

 

The following procedures must be followed to transport youth in personal vehicles:

 

·         drivers must have passed a Criminal Record Check with Vulnerable Sector Screening.

·         the driver must produce proof of having a valid driver’s licence and provide proof of insurance with a minimum one million dollar liability(check expiration dates)

·         all youth to be transported must have signed permission from a parent or guardian, if under 18 years of age, stating that they are able to travel in volunteers/staff cars. This form may be specific to a trip or may be a general form that is part of the membership package.

·         one person per seat belt in each vehicle

·         seat belts must be worn at all times while in the vehicle

·         if using vans or buses, a head count will be done each time of boarding and when departing.

·         everyone who came on the van or bus must return to the centre, unless signed approval by a parent for an alternative arrangement has been provided.