YMCA of Columbia-Willamette

Welcome to the YMCA! We are glad you are helping change the lives of those in our community. We use JotForm, a secure way to submit the volunteer application. If you have any questions about this process, please contact your branch volunteer coordinator.

Important note for Minors
In addition to submitting these forms via JotForms, if you are under eighteen (18) years of age a parent/legal guardian signature must be included. Please check the eighteen (18) and under field and enter your parent/legal guardian's email address.

DEFINITIONS

• “Children” refers to children, ages twelve (12) and under, unless otherwise stated
• “Praesidium” refers to the third-party vendor used by the YMCA to provide services regarding Child Abuse Prevention
• “Staff” refers to both paid employees and volunteers
• “Youth” refers to anyone under the age of 18

POLICY
The YMCA of Columbia-Willamette (YMCA) provides youth with the highest quality services available. We are committed to creating an environment for youth that is safe, nurturing and empowering and that promotes personal growth and success.

No form of abuse will be tolerated, and confirmed abuse will result in immediate dismissal from our organization. All reports of suspicious or inappropriate behavior with youth or allegation of abuse will be taken seriously. The YMCA will fully cooperate with authorities if any allegations of abuse result in an investigation.

The following policies and guidelines are intended to assist staff in making decisions about their interactions with youth. This policy outlines specific expectations of staff as it relates to different age levels, ability levels, etc. While the policies and guidelines listed below include a wide range of activities, they are not a complete and exhaustive list of all possible circumstances. We recognize that there may be special circumstances that arise, and those will be addressed on a case by case basis. For clarification of any guideline or to inquire about circumstances not addressed here, contact your supervisor.

GENERAL CONDUCT REQUIREMENTS

• YMCA staff are expected to adhere to YMCA policies and procedures at all times.
• Staff will act in a caring, honest, respectful and responsible manner consistent with the YMCA’s mission.

Staff will respond to youth with respect and consideration and will treat all youth equally regardless of sex, race, ethnicity, national origin, religion, culture, economic level of the family, gender expression, gender identity, sexual orientation, or disability.

• Staff must appear clean, neat and appropriately attired with staff identification.
• Staff will not use or be under the influence of alcohol or illegal drugs in the presence of youth while representing the YMCA of Columbia-Willamette.
• Smoking or use of tobacco in the presence of children or parents during working hours is prohibited.
• Possession or use of any type of weapon is prohibited, including but not limited to guns, knives and explosive devices.
• Staff must pass a background check upon hire, including periodic re-checks.

INTERACTION GUIDELINES WITH YOUTH

• Staff must use positive techniques of guidance, including redirection, positive reinforcement and encouragement rather than competition, comparison and criticism.
• Staff will have age-appropriate expectations and set up guidelines and environments that minimize the need for discipline. Physical restraint is used only in predetermined situations (necessary to protect the youth or others from harm), administered in a prescribed manner, and documented in writing.
• Staff will adhere to uniform standards of displaying affection as outlined in New Employee Orientation Training and/or Childcare Division regulations.
• Staff may never leave a child unsupervised.
• Staff will not stare at or comment on any youth’s body.
• Staff will not date or become romantically involved with youth.
• In order to protect YMCA staff and program participants during a YMCA program, a staff member may not be alone at any time with a single youth where a staff member cannot be observed by others. Staff members should supervise youth by placing themselves so that they are seen and can be observed by other staff.
• Staff should conduct or supervise private activities in pairs—diapering, putting on bathing suits, taking showers, and so on. When this is not feasible, staff should be positioned so that they are visible to others.
• Staff will provide restroom supervision that allows privacy for the children without being alone with a child. Depending on age, privacy and supervision techniques will vary. Specific instructions include, but are not limited to:
  
  • Staff will ensure the restroom is not occupied by suspicious or unknown individuals before allowing children to use the facilities.
  • Staff will stand in the entry doorway of the restroom, so that the entry door is open, while children are using the restroom.
  • If staff are assisting younger children, doors to the facility must remain open.
  • No youth, regardless of age, should ever enter a restroom alone on a field trip or at another off-site location.
  • If utilizing the buddy system, staff should always send youth in threes (known as the rule of three) and, whenever possible, with staff.
  • If you need further clarification, you are responsible to talk with the supervisor on duty
• Staff will respect a youth’s right not to be touched or looked at in ways that make them feel uncomfortable, and their right to say no. Except for diapering, children are not to be touched on areas of their bodies that would be covered by a bathing suit.
• Staff will not abuse youth, including but not limited to:
  
  • Physical abuse such as hitting, spanking, shaking, slapping, unnecessary restraints
  • Verbal abuse such as degrading, threatening
  • Sexual abuse such as inappropriate touching, exposing oneself, sexually oriented conversations
  • Mental abuse such as shaming, humiliation, cruelty
  • Neglect, such as withholding food, water, basic care, shelter
• No type of abuse will be tolerated and may be cause for immediate dismissal.
• Staff may not transport youth in their own vehicles or allow youth participants to transport other youths in the program.
• Using YMCA computers to access pornographic sites, sending e-mails with sexual overtones or otherwise inappropriate messages or develop online relationships is not allowed (refer to Internet Policy).
• Profanity, inappropriate jokes, sharing intimate details of one’s personal life, and any kind of harassment in the presence of youth, parents or staff is prohibited.
• Staff may not be alone with youth they meet in YMCA programs outside of the YMCA. This includes, but is not limited to, babysitting, sleepovers, driving or riding in cars, and inviting youth to their homes. Any exceptions require a written explanation prior to the event and advance administrator approval. Furthermore, it should not take place without the presence of another adult (refer to Outside the Scope Procedure).
• Staff will not permit or maintain secrets with youths.
• Staff will not give gifts to youth without prior permission from their immediate supervisor.
• Using personal profiles on social media, personal email or other means of internet communication outside of official sanctioned YMCA internet communications to communicate with or contact YMCA minor participants, or link personal profiles or become "friends" with any YMCA minor participants online is prohibited. For further guidelines regarding social media activity, refer to the YMCA Social Media Policy.

INTAKE / CHECK OUT PRACTICES

• Staff will conduct a health check of each youth upon his or her arrival each time the program meets. The health check will note any fever, bumps, bruises, burns, etc. Questions or comments will be addressed to the parent or youth in a non-threatening way. Staff will document any questionable marks or responses.
• Under no circumstances may staff release children to anyone other than the authorized parent, guardian or another adult authorized by the parent or guardian in a written parent authorization on file with the YMCA.

REPORTING OBLIGATIONS

• Staff must report any and all violations of this Code of Conduct to a supervisor.
• Staff are required to read and comply with work rules, participate in trainings, and sign all policy acknowledgements related to identifying, documenting, and reporting child abuse.
• All staff must follow state-specific mandatory reporting requirements.
• Staff must adhere to YMCA child abuse reporting policy. This includes being trained in, being aware of, and understanding the legal and ethical obligation to recognize and report suspicions of mistreatment and abuse. More specifically, staff will:
  
  • Be familiar with symptoms of child abuse and neglect, including physical, sexual, verbal and emotional abuse.
  • Know and follow organization policies and procedures that protect youths against abuse.
  • Report suspected child abuse or neglect to the appropriate authorities as required by state mandated reporter laws.
  • Follow up to ensure that appropriate action has been taken.
• Staff will report concerns or complaints about staff, adults, youth or code of conduct to their supervisor or Praesidium’s anonymous Helpline at 855-347-0751.
• YMCA cooperates fully with authorities to investigate all cases of alleged abuse. All staff will cooperate to the fullest extent possible in any external investigation by outside authorities or internal investigation conducted by the YMCA or persons given investigative authority by the YMCA. Failure to cooperate fully may be grounds for termination.

PEER-TO-PEER INTERACTION GUIDELINES

• The YMCA expects all members, participants and peers to treat each other with respect as outlined in its mission and purpose.
• The YMCA will not tolerate the mistreatment or abuse of one youth by another youth. In addition, our organization will not tolerate any behavior that is classified under the definition of bullying. To the extent that such actions are disruptive, we will take steps needed to eliminate such behavior. Bullying is defined as aggressive behavior that is intentional, repeated over time, and involves an imbalance of power or strength. Bullying can take on various forms, including:
  
  • Physical bullying: A person engaging in physical force against another person, such as hitting, punching, pushing, kicking, pinching or restraining another.
  • Verbal bullying: A person using their words to hurt another, such as belittling or calling another by hurtful names.
  • Nonverbal or relational bullying: A person manipulating a relationship or desired relationship to harm another person. This includes social exclusion, friendship manipulation or gossip. This type of bullying also includes intimidating another person by using offensive gestures.
• Cyberbullying: Intentional and overt act(s) of aggression toward another person by way of any technology tool, such as email, instant message, text message, digital image, or website posts (including blogs). Cyberbullying may involve:
  
  • Sending mean, vulgar or threatening messages or images.
  • Posting sensitive, private information about another person.
  • Pretending to be someone else in order to make that person look bad.
  • Intentionally excluding someone from an online group.
  • Hazing: Activity expected of someone joining or participating in a group that humiliates, degrades, abuse, or endangers that person regardless of that person’s willingness to participate.
  • Sexualized bullying: Bullying involving behaviors that are sexual in nature. Examples of sexualized bullying behaviors include sexting, bullying that involves exposures of private body parts or verbal bullying involving sexualized language or innuendos.

Anyone who sees an act of bullying, and who then encourages it, is engaging in bullying. This applies to all youth and staff.

ACKNOWLEDGEMENT I have read this policy and understand the requirements and expectations of me as it relates to Code of Conduct for Working With and Around Youth. I understand that if I have questions at any time regarding the information and requirements included in this document, I will consult my immediate supervisor or Human Resource staff member. I also acknowledge that any violation of this Code of Conduct may result in discipline, up to and including immediate termination.

Every staff member has an absolute duty to report any reasonable suspicion of child abuse, molestation, neglect or sexual misconduct to the appropriate county child protective services hotline. The child protective agency will determine the accuracy of the report.

Child Protective Services Hotlines

• Clackamas County | 503.657.6802
• Clark County | 360.993.7900
• Multnomah County | 503.731.3100
• Washington County | 503.681.6917
• Department of Human Services | 503.998.4567
• U.S. Center for Safe Sport (ONLY for teams with national governing body like USA Swimming - call in addition to county agency within 24 hours) | 720.531.0340

PURPOSE
To ensure that the YMCA of Columbia-Willamette staff and volunteers report any suspicion of abuse of any child who participates in programs at the YMCA of Columbia-Willamette. The YMCA of Columbia-Willamette Child Care Division and YMCA Camp Collins are Mandatory Reporters of suspected abuse per Oregon and Washington regulations. All YMCA of Columbia-Willamette staff and volunteers are required to report suspected abuse as described in this policy per YMCA of Columbia-Willamette policy. Failure to report child abuse may be grounds for termination of employment or volunteer status.

SAFE SPORTS ACT
Under the Protecting Young Victims from Sexual Abuse and Safe Sport Authorization Act of 2017 (“Safe Sport Act”) any adult who is authorized to interact with youth athletes, including staff and volunteers, is a mandatory reporter. There is an additional requirement for teams governed by National Governing Bodies (“NGB”), that staff and volunteers report suspicions of child abuse, including emotional, physical and sexual abuse, to the U.S. Centerfor SafeSport as well as local agencies. Suspicions of abuse in youth sports where there is no NGB must be reported to the appropriate county number above or law enforcement. There is a 24-hour requirement for reporting. Neither civil nor criminal statutes of limitation apply to reports of cases of sexual abuse under the SafeSport Act. There shall be no retaliation against any individual who has made a good faith report. Reasonable procedures will be established to limit one-on-one interactions between the adults and minors. Consistent training on prevention and reporting of child abuse shall be provided to all adult staff and volunteers, and minor staff and volunteers with parental consent, who are in regular contact with minor amateur athletes.

 

CRIMINAL BACKGROUND CHECKS
All employees and volunteers working with children will undergo criminal background checks. Child Care staff and volunteers will be enrolled in the appropriate State criminal history registry.

DEFINTIONS OF ABUSE
Please note that our YMCA serves communities in Oregon and Washington and that state licensing definitions of abuse may vary. In addition, the Safe Sport Act may have additional criteria for reporting. Below are the Oregon definitions and some links for finding additional information. If you need assistance, please contact your supervisor or risk management.

• Oregon Laws
• Washington Laws
• USA Swimming Resource

Physical
Any assault of a child and physical injury to a child that is not accidental,
including any injury that appears to be at variance with the explanation of the injury given.

Neglect
Neglect occurs when adults responsible for the wellbeing of a child fail to provide
adequate food, clothing, shelter, supervision or medical care.

Abandonment and Mental Injury
Abandonment is parental behavior showing intent to permanently give up all rights and claims to a child. Mental injury is cruelty that results in substantial impairment of a child’s mental or psychological ability to function and includes: rejecting, abandoning, extensive ridiculing, terrorizing, threatening extreme punishment against the child or his/her pets or possessions, extreme ignoring, isolating, exposing to violence, corrupting by teaching inappropriate behavior in areas such as aggression, sexuality or substance abuse.

Sexual Abuse
Child sexual abuse occurs when a person uses or attempts to use a child
for their own sexual gratification. This includes incest, rape, sodomy, sexual penetration, fondling, voyeurism, etc.

Sexual Exploitation
Sexual exploitation is using children in a sexually explicit way for personal gain e.g. to make money, to obtain food stamps or drugs, or to gain status. It also includes using children in prostitution and using children to create pornography.

Threat of Harm
Threat of harm is subjecting a child to a substantial risk of harm to her/his health or welfare. Substantial harm is defined as immobilizing, impairment, life  threatening damage, or significant or acute injury to a child’s physical, sexual, psychological or mental development and/or functioning.

Buying or Selling a Child
This includes buying, selling or trading for legal or physical custody of a child. It does not include legitimate adoptions or domestic relations planning.

GENERAL ADMINISTRATION

STAFF RELATIONSHIP WITH CHILD

• A staff member or volunteer may never be alone with a child in an area or location where they cannot be observed by another staff member or volunteer.
• At no time will children be left unsupervised. This includes locker rooms,  bathrooms or showers.
• Each site of operation (on/off site) will have access to a telephone during all
  operating hours.
• Staff members and volunteers will not initiate contact or accept supervisory
  responsibility with participant children outside of YMCA of Columbia-Willamette programs or activities. This includes babysitting, weekend trips, carpooling, social media, email, etc. Violations of this policy will result in disciplinary action up to and including termination.
• Staff behavior or disciplinary actions with children must avoid all abuse actions.
• Constructive methods must be used for maintaining group control and handling individual behavior.
• Corporal punishment and other humiliating or frightening techniques are strictly prohibited.
• Punishment must not be associated with food, rest, isolation or toilet training.

RESPONSIBILITIES WITH PARENTS

• The YMCA of Columbia-Willamette believes in parental involvement in all programs. Custodial parents are encouraged to visit programs at any time without prior notice.
• Under NO circumstance will YMCA of Columbia-Willamette staff release children to anyone other than the authorized parent(s), legal guardian(s) or an individual authorized by parent(s) or legal guardian(s) in writing.
  Sign in and sign out sheets are maintained on a daily basis in programs where parents are not present during the duration of the program. These sign in and sign out sheets are kept on file for a duration of licensing period (if applicable) or a minimum of (3) years.
• Full signatures and initials of those authorized to pick up children are on file.
• Each time a child reports to a program, staff will inquire about any observed illness, injury, or concern about the child’s emotional state.

REPORTING REQUIREMENTS FOR ALL YMCA OF COLUMBIA-WILLAMETTE STAFF AND VOLUNTEERS

• The YMCA of Columbia-Willamette Child Care Division and YMCA Camp Collins are recognized as Mandatory Reporters under State guidelines. The YMCA of Columbia-Willamette requires all staff and volunteers to report suspected abuse immediately to the Child Protective Services hotline.
• Staff and volunteers will report suspected abuse when there is a reasonable cause to believe that abuse may have occurred. This requires a good faith determination that abuse may have occurred based on facts reasonably believed to be true.
• Child Abuse is of special concern of the YMCA of Columbia-Willamette because of the organization's role in promoting personal growth and development of children and families.
• YMCA of Columbia-Willamette takes seriously ALL allegations of child abuse.
• You are required to provide your name to the Child Protective Services Hotline staff. The name of the reporter shall be entered into the record of the report but shall be held confidential.

IN THE EVENT A STAFF MEMBER SUPECTS THAT A CHILD IS BEING ABUSED

• The staff member will immediately report the incident to his/her supervisor or senior management.
• The staff member will immediately report the abuse to the appropriate county Child Protective Services Hotline.
• The staff member will not delay in reporting the alleged abuse.
• The staff member will note the abuse report # and hotline counselor name and ID number on incident report.
• The direct supervisor or appropriate management level will report incident to the proper specialist, who will communicate with appropriate parties such as insurers, law enforcement, etc,. Appropriate leadership will determine the next steps to be taken.
• A designate YMCA of Columbia-Willamette spokesperson will prepare responses to any inquiries by media or the public. Please do not reply to any media inquiries.
• Staff members are not to investigate. Child Protective Services, senior staff, risk management and additional advisors, as needed, will determine what investigative course of action is followed.

IN THE EVENT THAT A STAFF MEMBER OR VOLUNTEER IS ACCUSED OF ANY FORM OF CHILD ABUSE

• The alleged abuse will be immediately reported to the appropriate Child Protective Services Hotline, the staff member or volunteer's supervisor or senior manager on duty at the time the report was taken.
• Note the abuse report # and hotline counselor name and ID number on incident report.
• The Executive Director or designee will contact the Human Resources Director and Risk Management and/or CFO and immediately place the staff member or volunteer on administrative leave pending the completion of an investigation by the appropriate agency.
• A designate YMCA of Columbia-Willamette spokesperson will prepare responses to any inquiries by media or the public. Please do not reply to any media inquiries.
• The direct supervisor or appropriate management level will report incident to the proper specialist, who will communicate with appropriate parties such as insurers, law enforcement, etc,. Appropriate leadership will determine the next steps to be taken.
• Staff members are not to investigate. Child Protective Services, senior staff, risk management, human resources and additional advisors, as needed, will determine what investigative course of action is followed.

All YMCA of Columbia-Willamette staff and volunteers shall cooperate fully with the Child Protective Services or Law Enforcement investigation, including providing all necessary background information to the agency investigator or their designee. The YMCA of Columbia-Willamette will work with the Child Protective Services agency as all our responsibilities are for the common goal of child safety and wellbeing. 

 

All staff and volunteers are required to acknowledge their legal and ethical duty to report suspected abuse.

 

By my signature at the end, I acknowledge the YMCA of Columbia-Willamette’s commitment to protecting children and youth from all forms of abuse and the importance of reporting suspected abuse. I have read the YMCA of Columbia-Willamette policy regarding mandatory reporting and agree to follow its guidelines and requirements.

You are advised that the YMCA of Columbia-Willamette may request a fingerprint based criminal records check for the purposes of evaluating your fitness as an employee. You may obtain a copy of the record check report from, or challenge the accuracy or completeness of the record check report, through the Oregon State Police or Washington State Patrol identification services section or the Federal Bureau of Investigation.

The YMCA of Columbia-Willamette’s efforts to attract the highest quality volunteers, I have been advised that, as a part of the application process for volunteer service with the YCMA, an extensive inquiry will be make concerning my prior employment, activities, character, and I fully consent to and authorize all such inquiries. If the YMCA accepts my volunteer service, I will comply with all policies and procedures established by the organization. I authorize the YMCA to request my employment record from any former employer(s). I further understand that inquiries may be made concerning my background, experience, and prior employment. I hereby waive any right to claim that any request or investigation is an invasion of my privacy, since it is made with my consent and it is in my interest that I be considered for volunteer service. I understand that my continued involvement as a volunteer is contingent upon a clean criminal history background check.

I certify that all statements made by me on this application are true to the best of my knowledge and that I have withheld nothing that would, if disclosed, affect this application unfavorably. I understand and agree that any misrepresentation or omission of facts would exclude my being considered for volunteer service or, after my service begins, may be cause for termination.

I understand that the YMCA will take seriously any allegations or suspicions of child abuse and will report such allegations to the police and state agencies for investigation.

I also understand that the YMCA strongly discourages any fraternization outside of YMCA programs between volunteer staff members and youth participants. I understand that if a volunteer wishes to fraternize due to a family relationship or longstanding friendship with a participant, or the participant’s family, such fraternization should be disclosed to the volunteer’s immediate supervisor. Furthermore, it should not take place without the presence of another adult.

I understand that written approval of such fraternization must be obtained from the supervisor or another YMCA representative. All other personal contact between volunteer staff members and youth participant is prohibited.

I understand and agree that if my service as a volunteer is accepted, there is no contract period for volunteer service and my volunteer service would be solely “at will”, giving either the YMCA or me the right to terminate my volunteer service at any time without liability or obligation.

Insurance Information 

Thank you for volunteering your time with the YMCA of Columbia-Willamette. We hope this will prove to be a rewarding experience for you. As a volunteer, you are not covered by the YMCA’s Worker’s Compensation program. You are, therefore, urged to have your own health insurance in ever the event you are injured while performing your volunteer duties. The YMCA carries insurance for accidental injury for the public arising from our programs, which will protect you in the event of property damage or accidental injury to the public as a result of your performance or volunteer duties assigned by the YMCA of Columbia-Willamette.