The priority of Boys & Girls Clubs of East County is the physical and emotional safety of its members, staff, and volunteers. Boys & Girls Clubs of East County maintains a zero-tolerance policy for child abuse. Boys & Girls Clubs of East County implements policies and procedures for members, employees, volunteers, visitors or any victims of sexual abuse or misconduct to report any suspicion or allegation of abuse.  

DEFINITIONS  

One-on-One Contact Prohibition: Boys & Girls Clubs of East County prohibits isolated one-on-one interaction between Club participants and staff or volunteers, including board members. This includes prohibiting one- on-one contact at any time at the Club, in vehicles or by phone, text, social media or any other means.  

Exceptions may only be made when delivering approved medical or counseling services by a licensed, trained therapist or similar professional according to professional guidelines. All staff and volunteers, including minor staff (under age 18), are strictly prohibited from meeting Club participants outside of any Club-sponsored activities. The only exception to this rule is if the Club participant is a child or sibling of a staff member or volunteer. 

 Child abuse is when an adult or another child, whether through action or by failing to act, causes serious emotional or physical harm to a child.  

Grooming is when someone builds an emotional connection with a child to gain their trust for the purposes of sexual abuse, sexual exploitation, or trafficking.  

MANDATED REPORTING 

Every staff member or volunteer of Boys & Girls Clubs of East County who becomes aware of or has suspicion of child abuse or neglect must immediately report to Club leadership. Club leadership is responsible for reporting the incident immediately to the appropriate authorities according to statewide mandated reporting laws, as well as to Boys & Girls Clubs of America (BGCA) within 24 hours via the critical incident system. 

REQUIRED TRAINING  

Boys & Girls Clubs of East County conducts and reports through a BGCA-approved process the following training for all staff members and volunteers with direct repetitive contact with young people (at the intervals noted for each).  

Before providing services to young people, and annually thereafter:  

1. BGCA-approved child abuse prevention 

2. BGCA-approved mandated reporting  

3. BGCA-approved grooming prevention 

PHYSICAL INTERACTIONS 

Every staff member and volunteer of Boys & Girls Clubs of East County is required to maintain appropriate physical contact with minors. Appropriate and inappropriate interactions include but are not limited to the following:  

VERBAL INTERACTIONS  

Every staff member and volunteer of Boys & Girls Clubs of East County is required to maintain appropriate verbal interactions with minors. Appropriate and inappropriate interactions include but are not limited to the following:  

ABUSE AND SAFETY RESOURCES  

Boys & Girls Clubs of East County prominently displays BGCA-approved collateral that shares ethics hotline, crisis text line and safety helpline information with members, staff, volunteers, and families. We also share all safety policies with parents and guardians upon receiving a youth membership application. 

Boys & Girls Clubs of East County is committed to providing a safe environment for members, staff, and volunteers. To further ensure their safety, the organization prohibits all one-on-one interactions between Club members and staff and volunteers (including board members). All staff and volunteers must abide by the following:  

• Ensure all meetings and communications between members and staff or volunteers are never private (see definition below).  

• Ensure in-person meetings take place in areas where other staff and/or members are present. 

• Communicate to another staff member whenever an emergency arises that necessitates an exception to this policy.  

• Never initiate private or isolated one-on-one contact with a member.  

• Never have a private or isolated meeting or communication with a member. This includes in-person meetings and virtual communications such as texting, video chat and social media between only a staff member or volunteer and a single member.  

• Never transport one Club member at a time. This includes transportation in Club or leased vehicles.  

All exceptions shall be documented and provided to Club leadership in advance. If an emergency arises that necessitates an exception to this policy, the emergency exception shall be communicated to Club leadership as soon as practicable, and ideally before engaging in one-on-one interaction. 

DEFINITIONS 

One-on-one interaction is defined as any private contact or communication (including electronic communication) between any Club participant and an adult, including adult staff, minor staff, volunteers, board members and others who might encounter members during regular programming and activities. 

• Private contact/communication is any communication, in person or virtual, that is between one youth member and one adult (18 or over) that takes place in a secluded area, is not in plain sight and/or is done without the knowledge of others. Private places can include but are not limited to vehicles, rooms without visibility to others, private homes, and hotel rooms. Examples of private contact include but are not limited to:  

• Meeting behind closed doors (in rooms without windows or visible sightlines) or any spaces that are not visible to others.  

• Electronic communications (text, video, social media, etc.) between one member and one staff member or volunteer.  

• Public contact/communication is any communication or meeting, in person or virtual, that is between at least three individuals, including two staff and one member, one staff and two members or variations of these combinations. Examples of public contact include but are not limited to:  

• Meeting in plain sight of others (e.g., in a quiet corner of an active games room).  

• Transporting members via public transportation (bus, taxis, train, air, etc.) or transporting multiple members.  

• Electronic communications (text, video, social media, etc.) between multiple members and adults (e.g., group chats). 

EXCEPTIONS TO POLICY  

Exceptions to the one-on-one policy can be made under the following circumstances:  

• When delivering medical or counseling services by a licensed, trained therapist or similar professional (e.g., counselors, social workers).  

• When the emotional or physical safety of a member is at risk and a private, one-on-one communication is deemed necessary by Club leadership.  

• In emergency situations that could create a safety risk, exceptions can be made (e.g., if a member is not picked up by a parent and leaving them alone at the Club could be a safety risk). 

Should exceptions need to be made, the Club shall have policies in place to monitor interactions, including but not limited to:  

• Disclosing the meeting to Club leadership and regularly checking in with the member and adult during conversations.  

• Placing time limits on conversations.  

• Meeting in rooms with clear sight lines (e.g., rooms with windows or glass doors).  

• Documenting the interaction.  

•  In an emergency, disclosing the situation to another staff member before engaging in one-on-one interaction. 

SUPERVISION  

Boys and Girls Clubs of East County is committed to providing a safe environment. All Club activities and program spaces shall always be under continuous supervision by sight or sound (for restroom supervision) by an appropriate adult staff (18 or over). To ensure appropriate supervision, staff, and volunteers:  

• Must abide by the prohibition of private one-on-one interaction policy.  

• Must abide by all the organization’s disciplinary policies and procedures.  

• Must ensure that at least one adult staff (18 and over) is present when supervising members.  

• Must always maintain proper supervision ratios.  

• Must be trained on appropriate supervision tactics and behavior patterns.  

• Must ensure that all youth staff and volunteers are supervised by an adult (18 and over) staff member.  

• Must immediately notify Club leadership and/or submit written reports detailing supervision issues, accidents, or critical incidents.  

• Must never use electronic devices such as cell phones, PDAs or other communication devices while supervising members unless for Club purposes, as defined in the Acceptable Technology Use Policy.  

RESTROOM USAGE  

Boys & Girls Clubs of East County is committed to providing a safe, clean environment and enforces the following restroom policy for members, staff, volunteers, and other adults. 

• There will be either a designated adult restroom or procedures to ensure adults and minors never utilize a restroom at the same time.  

• Club will either have single-user restrooms or multi-user restrooms with single stalls that can be secured from the inside.  

• When using restrooms at public facilities during field trips, a minimum of three youth will be escorted by one staff member, who will wait outside the main entrance of the restroom. 

RESTROOM MONITORING  

Restrooms shall be regularly monitored by designated staff according to a schedule set by Club leadership. Monitoring includes walk-throughs, inspections and/or any (but not necessarily all) of the best practices outlined below:  

• Implementing procedures to limit the number of children using restrooms at the same time.  

• Prohibiting younger children and teens from sharing a restroom.  

•  Positioning staff near restroom entries to maintain auditory supervision of space.  

• Designing or renovating multi-user restrooms to eliminate outer doors, while maintaining privacy with individual stalls.  

Staff observing unacceptable restroom conditions or incidents shall: 

• Immediately notify Club leadership of the incident. 

• Document, in writing, restroom conduct incidents and report them to Club leadership as soon as possible in compliance with the Club’s Incident Reporting Policy. 

ENTRANCE AND EXIT CONTROL  

All facility entries and exits shall be controlled and monitored by paid adult staff (18 or over) during all hours of operation, along with a system to monitor and track everyone who is in the facility.  

All exit doors shall have an audible alarm to discourage unauthorized use to exit or enter the facility.  

Only designated adult staff (18 or over) shall be authorized to possess keys and/or badges to open any facility. If an employee is supervising a scheduled activity, they shall be responsible for the security of their program space. 

FACILITY CONDITION  

All program spaces shall have clear lines of visibility and be monitored by adult staff when in use. Areas that are not in use shall remain locked and only accessible by adult staff.  

All interior and exterior spaces, hallways, stairs, and stairways shall be monitored, maintained, well-lit, clean, and free of hazards and obstructions. All storage closets and other unused spaces are to be locked during operational hours.  

Damages to facilities shall be repaired in a reasonable manner. Damages that pose imminent risk to the health and safety of members, staff or volunteers shall be repaired immediately. If immediate repair to damage that poses imminent risk is not possible, Club leadership shall determine whether temporary or permanent closure of the facility may be required. Any damage to a facility that results in an incident deemed critical to the organization shall be reported to the appropriate authorities as a critical incident.  

FOOD AND DRINK  

Any distribution, preparation, or consumption of food and/or drink at any facility shall comply with all applicable food services sanitation and public health codes. If food is prepared and served on site, required city or county health department inspection certificates shall be posted. Any dangerous kitchen utensils, including knives, shall be properly and securely stored. 

Boys & Girls Clubs of East County is committed to selecting and retaining effective staff and volunteers to serve our youth. As part of the selection process and in accordance with state background check regulations, background checks and screening procedures are conducted in accordance with this policy.  

BACKGROUND CHECKS  

Boys & Girls Clubs of East County conducts criminal background checks of all employees, including minors; board volunteers and others who serve on a standing committee; and all other volunteers, including partners and minors, who have direct repetitive contact with minors. 

All background check findings shall be considered when making employment or volunteer decisions, and Boys & Girls Club of East County will not employ potential staff or engage potential volunteers if such individual: 

a. Refuses to consent to a criminal background check.  

b. Makes a false statement in connection with such criminal background check.  

c. Is registered, or is required to be registered, on a state or national sex offender registry. 

d. Has been convicted of a felony consisting of:  

1. Murder  

2. Child abuse  

3. Domestic violence  

4. Abduction or human trafficking  

5. A crime involving rape or sexual assault 

6. Arson  

7. Weapons  

8. Physical assault or battery  

9. Drug possession, use or distribution in the last five years 

e. Has been convicted of any misdemeanor or felony against children, including child pornography. 

INTERVIEWING  

Boys & Girls Clubs of East County will conduct in-person behavioral-based interviews with every candidate for employment or program volunteer service. BGCA will provide behavioral-based interview questions for local use. 

REFERENCE CHECKS  

Boys & Girls Clubs of East County conducts reference checks on any candidate for employment or volunteer with direct repetitive contact with young people. Should candidates for employment have previous experience with a Boys & Girls Club, information on the candidate’s eligibility for rehire/volunteering must be obtained from all previous Boys & Girls Clubs for which the candidate worked prior to extending an offer for employment or volunteer service. Additionally, Boys & Girls Clubs of East County provides reference materials when asked by other Member Organizations.  

STAFF AND VOLUNTEER ONBOARDING  

Upon offer of a position, each new Club employee shall receive and confirm in writing receipt of an up-to- date employee policies and procedures manual or handbook that, at a minimum, articulates current:  

• Conditions of employment; 

• Benefits;  

• Rights and responsibilities of employees;  

• Club safety policies; and  

• Any other important employment-related information. 

Before working with any Club members, all staff and volunteers at a minimum shall be given an orientation that includes an overview of the following:  

• The organization’s mission, goals, policies and procedures and schedule;  

• Job descriptions and performance standards for their position; 

• The needs and other relevant characteristics of program participants, including cultural and socioeconomic characteristics;  

• Personnel and volunteer policies and procedures, including expectations regarding work hours and schedules, breaks and planning time;  

• Operational policies and procedures related to safety, supervision, transportation, facilities, emergency operations, etc.; and  

• Completion of the required Child Abuse Prevention Trainings approved by BGCA. 

The Boys & Girls Club of East County (BGCEC)  is committed to creating and maintaining a Drug-Free Workplace. This policy applies to all applicants for employment and to all employees in all job classifications. 

Substance abuse which includes the possession, use, or sale of illegal drugs or the unlawful use of lawful substances including alcohol and prescription drugs will not be tolerated during working hours, on BGCEC premises or at any non-personal, BGCEC-sponsored or BGCEC -related function. It is a condition of employment at the BGCEC to refrain from using drugs and the unlawful use of lawful substances, including alcohol and prescription medicines, and to abide by the guidelines of this Drug-Free Workplace Policy. Employees determined to be under the influence of drugs or alcohol, including the unlawful use of lawful substances, or who violate this Policy in other ways, is subject to immediate discharge. 

PRE-EMPLOYMENT ALCOHOL AND OTHER DRUG TESTING 

The B&GCEC will conduct pre-employment drug testing before offering employment to any prospective employee. The purpose of this test will be to detect whether or not an individual is using illegal drugs. Any prospective employee testing positive for alcohol or illegal drugs will not be considered for employment. A positive test for legal drugs, or any drug prescribed by a medical doctor for a physical or mental condition, will not necessarily exclude an applicant for hire. Each test, however, will be determined on a case-by-case basis to determine whether or not the medication will impair an individual’s ability to perform their prospective essential job functions safely. 

This policy intends to provide employees with the B&GCEC’s viewpoint on drug and alcohol usage and to provide guidelines for handling alcohol and drug usage situations. 

• Illegal Drugs, Legal Drugs And Alcohol 

Illegal Drugs. The sale, offer to sell, purchase, use, and transfer or possession of illegal drugs while on B&GCEC business or on BGCEC premises is prohibited. Violation of this rule will result in disciplinary action, up to and including termination. Termination is likely for a violation of this rule, even for the first offense. 

“Illegal drug” means any drug, which is not legally obtainable, or which is legally obtainable but has not been legally obtained. The term includes prescribed drugs not legally obtained and prescribed drugs not being used for prescribed purposes. It also includes any substance, which a person holds out to another as an illegal drug. 

Legal Drugs. “Legal drugs” include prescribed drugs and over-the-counter drugs, which have been legally obtained and are being used for the purpose for which they were prescribed and manufactured. 

• No prescription drug shall be brought upon BGCEC premises by any person other than the person for whom the drug is prescribed by a licensed medical practitioner, and shall be used only in the manner, combination and quantity prescribed. The use, possession, sale, offer to sell, transfer, or purchase of legal drugs, except under the conditions specifically permitted herein, is prohibited. Violation of this policy can result in disciplinary action, up to and including termination, even for a first offense. 

• Anyone taking a legal drug (prescribed or over-the-counter) that has instructions for use indicating it may affect or impair judgment, coordination or other senses, or may adversely affect the ability to perform work in a safe and productive manner, must notify his or her Supervisor prior to starting work. 

The Supervisor will, in consultation with a BGCEC-designated physician, if appropriate, decide if the employee can remain at work and what work restrictions, if any, are deemed necessary. Any employee violating this policy will be subject to disciplinary action up to and including immediate discharge. 

• Failure to report legal drugs to the Supervisor so that a determination of fitness to work can be made may result in disciplinary action, up to and including termination. 

Alcohol. No alcoholic beverages may be brought onto or consumed on BGCEC premises. Violation of this rule can result in disciplinary action, up to and including termination, even for a first offense. 

With these basic objectives in mind, the organization has established the following Policy with regard to use, possession, sale, transfer, and purchase of alcohol and drugs. 

ON-THE-JOB USE, POSSESSION OR SALE OF ALCOHOL AND DRUGS 

• Having alcohol or illegal drugs or the metabolites of such drugs in your bodily system while on BGCEC property (owned or leased) or while performing organization business is strictly prohibited. 

• The use, possession, sale, transfer, or purchase of any drug, which, under the circumstances is illegal, is also prohibited both on the B&GCEC’s property and at any time that you are working or representing the organization. 

• The consumption of alcohol while on the BGCEC’s property (owned or leased) or while you are working is prohibited. 

An employee’s use of a legal drug can pose a significant risk to the safety of the employee or others. Employees taking medications whose advertisement or instructions for use indicate to the user a potential for impaired performance or judgment or a safety risk are required to report such drug use to their Supervisor. The Supervisor and/or Director of Operations in conjunction with the Chief Executive Officer, will determine appropriate action based on circumstances, job requirements, and if necessary, the medical opinion of the organizations area medical facility. 

Violation of the Policy will result in disciplinary action, up to and including termination. Where there is cause to believe that an employee is in violation of this Policy, the employee may be immediately suspended pending investigation. 

DRUG AND ALCOHOL TESTING OF CURRENT EMPLOYEES 

When testing is required, the BGCEC may require testing of blood, breath, urine and/or saliva to determine drug and alcohol content. 

Where the BGCEC has reasonable cause to believe an employee is in violation of this Policy, then an employee’s consent to submit to such testing is required as a condition of employment, and the employee’s refusal to consent will result in termination. 

REASONABLE SUSPICION  

Staff and or volunteers shall immediately notify Club leadership of any action by an employee or volunteer who demonstrates an unusual pattern of behavior suggesting that they are under the influence of drugs or alcohol. Club leadership will determine whether the employee should be examined by a physician or clinic and/or tested for drugs or alcohol in accordance with the Club’s drug-testing policies. Employees and volunteers believed to be under the influence of drugs or alcohol will be required to leave the premises. Any illegal drugs or drug paraphernalia will be turned over to the appropriate law enforcement agency and may result in criminal prosecution. 

 Examples of behavior suggesting that employees or volunteers are under the influence of drugs or alcohol include but are not limited to: 

 • Odors (smell of alcohol, body odor or urine); 

  • Movements (unsteady, fidgety, dizzy);  

• Eyes (dilated, constricted or watery eyes or involuntary eye movements);  

• Face (flushed, sweating, confused or blank look);  

• Speech (slurred, slow, distracted mid-thought, inability to verbalize thoughts);  

• Emotions (argumentative, agitated, irritable, drowsy); 

• Actions (yawning, twitching); or 

• Inactions (sleeping, unconscious, no reaction to questions).  

Unusual patterns of behavior that may suggest drug or alcohol misuse include but are not limited to:  

• Repeatedly calling in sick; 

• Being absent directly before or after holidays and weekends;  

• Repeatedly damaging inventory or failing to meet reasonable work schedules; and  

• Being involved in frequent accidents that can be related to the use of drugs or other substances. 

SEARCHES 

In order to ensure the safety of the work place and the workforce, and to protect and preserve BGCEC property, the BGCEC may from time to time inspect B&GCEC vehicles, toolboxes, lockers, desks, and file cabinets. These searches may not be announced and employees should have no expectation of privacy with respect to items brought onto B&GCEC property and/or stored in such BGCEC facilities. It is a condition of employment for employees to cooperate with these searches. Refusal to consent to such a search amounts to insubordination that shall result in disciplinary action, up to and including termination of employment. In addition, when the BGCEC has a reasonable suspicion that an employee or group of employees may be in the possession of drugs or alcohol on BGCEC premises or while on BGCEC business, or in violation of any other BGCEC policy or rule, they may be required, as a condition of employment, to submit to reasonable searches, included but not limited to, their clothing, purses, lunch boxes, brief cases or other containers, or personal vehicles which have been brought onto BGCEC property. 

Clear reporting policies and procedures are an important element in responding to incidents that might occur in Clubhouses. Staff and volunteers must at a minimum immediately report and document all safety incidents that might affect staff, volunteers, members, and others who visit Clubhouses.  

GENERAL INCIDENT DESCRIPTION  

Safety incidents can include but are not limited to:  

• Inappropriate activity between adults (18 and over) and youth; 

 • Inappropriate activity between multiple youth;  

• Allegations of abuse;  

• Bullying behavior;  

• Inappropriate electronic communications between adults (18 or over) and youth;  

• Minor and major medical emergencies;  

• Accidents, including slips and falls;  

• Threats made by or against staff, volunteers and/or members;  

• Physical assaults and injuries, including fights;  

• Missing children;  

• Criminal activity, including theft and robbery; and  

• Other incidents as deemed appropriate by Club leadership. 

Safety incidents include those that occur during Club programs, on Club premises and/or during a Club-affiliated program or trip.  

INTERNAL INCIDENT REPORTING  

Any employee or volunteer who becomes aware of an incident, as defined in this policy, shall immediately complete an incident report, and submit the incident to Club leadership.  

The following information shall be included on an Incident Report:  

• Date and location  

• Incident details (if applicable)  

• Witnesses and contact information  

• Names of all involved (youth and staff if applicable)  

• All notifications made (first responders, parents, leadership, etc.)  

EXTERNAL INCIDENT REPORTING  

Boys & Girls Clubs of East County follows all applicable mandated reporting statutes and regulations and all applicable federal, state, and local laws (including those around licensing, for licensed organizations) for the protection and safety of youth. Types of incidents reported include but are not limited to:  

• Inappropriate activity between adults (18 or over) and youth;  

• Inappropriate activity between multiple youth;  

• Allegations of child abuse;  

• Any form of child pornography;  

• Criminal activity, including assault, theft, and robbery; or  

• Children missing from the premises 

INCIDENT INVESTIGATION  

Boys & Girls Clubs of East County takes all incidents seriously and is committed to supporting external investigations of all reported incidents and allegations or internal investigations by the Safety Committee when not an externally reportable incident.  

Federal, state, and local criminal and or mandated child abuse reporting laws must be complied with before any consideration of an internal investigation. The internal investigation should never be viewed as a substitute for a required criminal or child protective services investigation.  

In the event that an incident involves an allegation against a staff member, volunteer or Club member, the Club shall suspend that individual immediately (employees with pay) and maintain the suspension throughout the course of the investigation. 

BGCA CRITICAL INCIDENT REPORTING  

Each Member Organization shall immediately report any allegation of abuse or potential criminal matter to law enforcement. In addition, each Member Organization shall report the following critical incidents to BGCA within 24 hours:  

1. Any instance or allegation of child abuse, including physical, emotional, or sexual abuse; sexual misconduct or exploitation (Club-related or not) against any child by a current employee or volunteer; or any Club-related instance by a former employee or volunteer. 

2.  Any instance or allegation of child abuse, including physical, emotional, or sexual abuse; or sexual misconduct or exploitation by a youth towards another youth at a Club site or during a Club-sponsored activity. 

3.  Any child who might have been abducted or reported missing from a Club site or Club-sponsored activity. 

4. Any major medical emergency involving a child, staff member or volunteer at a Club site or during a Clubsponsored activity leading to extended hospitalization, permanent injury, or death; or a mental health crisis with a child requiring outside care.  

5. Any instance or allegation of abuse, including physical, emotional, or sexual abuse, sexual misconduct, harassment, or exploitation (Club-related or not) involving any staff member; or any Club-related instance or allegation of abuse, including physical, emotional, or sexual abuse, sexual misconduct harassment or exploitation against a volunteer or visitor.  

6.  Any failure to comply with requirements set forth by childcare licensing agencies or organizations. 

7.  Any known or suspected felony-level criminal act committed at a Club site or during a Club-sponsored activity. 

8.  Any misappropriation of organizational funds in the amount of $10,000 or greater, or any amount of federal funds. 

9. Any criminal or civil legal action involving the organization, its employees, or volunteers, as well as any changes in the status of an open organization-related legal action.  

10.  Negative media attention that could compromise the reputation of the Member Organization or the Boys & Girls Clubs of America brand.  

11.  Any other incident deemed critical by the Member Organization.  

Failure to report safety incidents to Boys & Girls Clubs of America could result in a funding hold or the organization being placed on provisional status.  

CLUB MEMBER USAGE 

Before a member will be allowed to use Club technology equipment or their personal device, both the member and his/her parent/guardian will need to read and sign the Technology Acceptable Use policy and return it to the Club. Under the Technology Acceptable Use policy, the following relevant principles shall apply: 

We are aware that the Boys & Girls Clubs of East County does not have control of the information on the Internet, although it attempts to provide prudent and available barriers. Other sites accessible via the Internet may contain material that is illegal, defamatory, inaccurate, or potentially offensive to people. While the Boys & Girls Clubs of East County’s intent is to make Internet access available to further its educational goals and objectives, users will have the ability to access other materials as well.  

The Boys & Girls Clubs of East County believes that the benefits to the clubhouse and it’s members from access to the Internet, in the form of information resources and opportunities for collaboration, far exceed any disadvantages of access. But ultimately, the parent(s)/guardian(s) are responsible for setting and conveying the standards their children should follow. 

 The clubhouse member and his/her parent(s)/guardian(s) must understand that member access to Boys & Girls Clubs of East County’s network is being developed to support the Clubhouse’s educational goals and objectives. In addition, the Boys & Girls Clubs of East County makes no warranties with respect to the Boys & Girls Clubs of East County’s Internet service, and it specifically assumes no responsibilities for: 

1. The content of any advice or information received by a member from a source outside the Boys & Girls Clubs of East County, or any costs or charges incurred as a result of seeing or accepting such advice. 

2. Any costs, liability or damages caused by the way the member chooses to use his/her Boys & Girls Clubs of East County Internet access. 

3. Any consequence of service interruptions or changes, even if these disruptions arise from circumstances under the control of the Boys & Girls Clubs of East County.  

Furthermore, by signing this form, we understand and agree to the following terms: 

1. The systems of the Boys & Girls Clubs of East County shall be used for purposes related to education and Boys & Girls Clubs of East County programs.  

2. The Boys & Girls Clubs of East County reserves the right to monitor any on-line communications for improper use. Electronic communications and downloaded material, including files deleted from a user’s account, may be monitored or read by Boys & Girls Clubs of East County staff. 

3.  Clubhouse members are prohibited from accessing, posting, submitting, publishing or displaying harmful matter or material that is threatening, obscene, disruptive or sexually explicit, or that could be construed as harassment or disparagement of others based on their race, national origin, sex, sexual orientation, age, disability, religion or political beliefs. 

4. Clubhouse members shall not use the systems to encourage the use of drugs, alcohol or tobacco, nor shall they promote unethical practices or any activity prohibited by law or Boys & Girls Clubs of East County policy.  

5. Copyrighted material may not be placed on the system without the author’s permission. Users may download copyrighted material for their own use only.  

6. Vandalism will result in cancellation of user privileges. Vandalism includes the intentional uploading, downloading or creating computer viruses and/or any malicious attempt to harm or destroy Boys & Girls Clubs of East County equipment or materials or the data of any other user.  

7. Clubhouse members shall report any security problem or misuse of the services to the staff or clubhouse director.  

The Boys & Girls Clubs of East County Clubhouse Director shall make all decisions regarding whether or not a user has violated these regulations and may deny, revoke, or suspend a user’s access at any time. The decision of the clubhouse director shall be final. 

Digital citizenship: Club members shall conduct themselves online in a manner that is aligned with the Boys & Girls Club of East County Code of Conduct. The same rules and guidelines members are expected to follow offline (i.e., in the real world) shall also be followed when online. Should a member behave online in a manner that violates the Boys & Girls Club of East County Code of Conduct, that member shall face the same discipline policy and actions they would if their behavior had happened within the physical Club environment. 

Digital citizenship and technology safety training: All members who wish to use a Boys & Girls Clubs device or equipment will be required to successfully complete a BGCA-provided digital citizenship and technology safety training. This training is required for all members annually. 

STAFF AND VOLUNTEER USAGE 

Under the Technology Acceptable Use policy, the following relevant principles shall apply:  

Any inappropriate or unauthorized use of a personally owned device, as determined by a supervisor, can lead to disciplinary action including but not limited to confiscation of the device, immediate suspension from the Club, termination of employment or volunteer assignment or other disciplinary actions determined to be appropriate to the Club’s existing disciplinary policies, including, if applicable, referral to local law enforcement.  

Inappropriate communication includes but is not limited to: 

• Obscene, profane, lewd, vulgar, rude, inflammatory, threatening, or sexual content or disrespectful language or images typed, posted, or spoken by staff or members.  

• Information that could cause conflict.  

• Personal attacks, including prejudicial or discriminatory attacks.  

• Harassment (persistently acting in a manner that distresses or annoys another person) or stalking others. 

• Knowingly or recklessly posting false or defamatory information about a person or organization. 

• Communication that promotes the destruction of property, including the acquisition or creation of weapons or other destructive devices. 

If a staff member is told to stop sending communications, he/she must cease the activity immediately. 

Staff must be aware of the appropriateness of communications when using Club or personally owned devices. Inappropriate communication is prohibited in any public or private messages, as well as material posted online. Staff may not use any technology to harass, threaten, demean, humiliate, intimidate, embarrass, or annoy others. This behavior is cyberbullying, which is defined as bullying that takes place using existing or emerging technologies and devices. Any cyberbullying that is determined to disrupt the safety and/or well- being of the Club, Club staff, Club members or community is subject to disciplinary action.  

Examples of cyberbullying include but are not limited to:  

• Harassing, threatening or hurtful text messages, emails, or comments on social media. 

• Rumors sent by email or posted on social networking sites.  

• Use of embarrassing pictures, videos, websites, or fake profiles.  

Communication with Club members: Staff may never use personal devices to communicate directly with a single Club member. Proper protocol dictates that all communication between staff and Club members must include an additional staff member and at least two Club members. This also includes overnight events such as Keystone Conferences and Youth of the Year events.  

Monitoring and inspection: Boys & Girls Clubs of East County reserves the right to monitor, inspect, copy, and review a personally owned device that is brought to the Club. Staff may refuse to allow such inspections. If so, the staff member may be subject to disciplinary action up to and including termination.  

Internet access: Personally owned devices used at the Club must access the internet via the Club’s content-filtered wireless network and are not permitted to directly connect to the internet through a phone network or other content service provider. Boys & Girls Clubs of East County reserves the right to monitor communication and internet traffic and to manage, open or close access to specific online websites, portals, networks, or other services. Staff must follow Club procedures to access the Club’s internet service. 

Loss and damage: Supervisors and the Club at large are not responsible for the security and condition of any staff member’s personal device. Furthermore, the Club is not liable for the loss, damage, misuse, or theft of any personally owned device brought to the Club. 

Password and access: To prevent unauthorized access, devices must lock themselves and require authentication using the strongest features available on the device. A minimum standard would require a typed password of at least six characters or numbers, though some devices utilize fingerprint or other biometric technologies. 

EMERGENCY OPERATIONS PLAN (EOP) 

Boys & Girls Clubs shall create and maintain an Emergency Operations Plan (EOP). At minimum, the plan shall encompass the following elements: 

• Mitigation, preparedness, response, and recovery for the following types of emergencies:  

• Fire 

• Weather (tornado, flooding, hurricane, etc.) 

• Lockdown (for interior or exterior threat) 

• Bomb threat 

• Suspicious package  

• Training/drill schedule and reporting procedures for staff, volunteers, and members.  

• Developed and shared with local first responders, such as fire department and law enforcement agencies.  

EOP ANNUAL REVIEW  

Boys & Girls Club of East County leadership will maintain a board-led safety committee that regularly focuses on safety and will have oversight and responsibility for the emergency operations plan. The board-led safety committee will be responsible for reviewing and updating the emergency operations plan annually.  

FIRST AID AND CPR TRAINING 

Boys & Girls Clubs of East County always maintains a minimum of one CPR- or first-aid-trained staff on site during all operating hours when members are being served.  

KEY DEFINITIONS 

Emergency: An emergency is any event, natural or man-made, whether expected or unexpected, that places life or significant Club assets in danger or threatens the ability to conduct normal business operations and usually involves abnormal time constraints and resource responses.  

Mitigation: Mitigation is the effort to reduce loss of life and property by lessening the impact of disasters or emergencies. For mitigation to be effective, we need to take action now — before the next emergency occurs — to reduce human and financial consequences later.  

Preparedness: Preparedness helps everyone act quickly and decisively in the face of a disaster or emergency and can minimize loss of property and prevent death and injury. An effective emergency plan should include steps to ensure that those with disabilities or special needs are provided with a proper evacuation strategy. 

USE OF VIDEO SURVEILLANCE  

The Boys & Girls Clubs of East County recognizes that maintaining the safety and security of Club members, staff, volunteers, and Club property is best implemented with a multifaceted approach. Modern technology, including video surveillance, can provide tools to maintain safety and security. While video surveillance does not replace appropriate supervision by Club personnel, it can provide an additional layer of protection. Video surveillance, without or without audio recording capabilities, may be utilized in and around the Club facility and Club property. Video surveillance shall be in accordance with all applicable laws pertaining to such use. 

PLACEMENT AND NOTIFICATION  

Video surveillance equipment may be installed in and around Club facilities, and property. The system provides constant monitoring 24/7 (is activated and records when motion is detected). Video surveillance equipment will not be used or installed in areas where Club Members, staff, and parents/guardians have a reasonable expectation of privacy, such as restrooms. Video surveillance equipment may always be in operation, whether the Club is operational and whether the facilities or buildings are in use at all. The Club will determine the operation schedule of any video surveillance equipment in its discretion. Video monitors shall not be in an area that enables public viewing. The Club shall notify Club members, parents/guardians, staff, and the public that video surveillance systems are present by signs prominently displayed in appropriate locations throughout the facilities and grounds and provide any other notification or consent as required by applicable law. 

ACCESS TO VIDEO IMAGES 

 The use of video surveillance equipment on Club grounds shall be supervised and controlled by the CEO, Director of Operations and Club Site Directors. The actual recording equipment will be maintained in an area that may only be accessed by authorized personnel. Live video monitoring may randomly occur as needed. Video data is recorded and stored digitally. Video recording data is considered confidential and secure. Access to live and video recorded data is strictly limited to the following authorized full-time Boys & Girls Club personnel: CEO, Director of Operations and Club Site Directors. These authorized personnel are trained on the video surveillance policy and how video data should be used during any official investigation. Video recording data may be used as evidence that a Club member, parent/guardian, staff member, volunteer, or other person has engaged in behavior that violates state or local law, policies, and/or Club rules. Video footage is subject to production by a valid subpoena or other court order. 

UNAUTHORIZED ACCESS AND/OR DISCLOSURE  

Confidentiality and privacy concerns limit the general public, including parents and relatives of Club members, from viewing video recording footage and/or data involving Club members, staff, and volunteers. Only the authorized personnel provided above can view and/or export video recording data. No unauthorized recordings are permitted of video recording data through cell phones, portable devices, or any other means. Any Club personnel who becomes aware of unauthorized disclosure of video recording data from the Club and/or a potential privacy breach must immediately inform the CEO. Club personnel and volunteers are prohibited from unauthorized use of, tampering with or otherwise interfering with video surveillance equipment. Violations will be subject to disciplinary action that may include, but are not limited to, written reprimand, suspension, demotion, or termination of employment. Video recording data will remain the property of the Boys & Girls Clubs of East County and may be reproduced only in accordance with applicable law and board policy.  

RETENTION OF DIGITAL IMAGES  

Video recording data shall be kept for approximately 30 days except for appropriate still shots or selected portions of the recorded data relating to any incidents under investigation by authorities. The latter shall be retained for one year after the incident or until such time as any legal matters pertaining to the recordings have been resolved. The stored media shall be kept on a secured computer. In situations involving banned parents/guardians, former employers or volunteers, or visitors, stored still images may be shared with Club personnel and appropriate officials.  

CLUB MEMBER PRIVACY  

Video recording data will not to be used directly or indirectly to identify the activities of individual Club members except as viewed in relation to a specific event or suspected criminal activity; suspected violation of Club policy or rules; incidents where there is reasonable basis to believe a claim may be made against the Club for civil liability; or if otherwise compelled by law. Authorized Club personnel may use a still shot or selected portions of recorded data to request law enforcement review for assessing the security risk of a specific individual or for investigating a potential crime on Club property. A copy of this policy will be shared with any Club member, parent/guardian, or staff member upon request. 

Boys & Girls Clubs of East County is committed to providing a safe environment and enforces the following transportation policy for members, staff, volunteers, and other adults. Boys & Girls Clubs of East County only provides transportation to and from the Clubhouse and various approved off-site locations. The Club only transports youth in Club vehicles or other vehicles approved by Club leadership. 

DRIVERS 

• Must allow for DMV background check and be cleared to transport youth per the barrier crime policy of the organization. 

• Must keep an updated list of all youth who are transported to and from the Clubhouse and Club- related activities. 

• Must confirm that no children are left on a vehicle after every trip (based on a seat-by-seat scan of each vehicle); log must be signed daily to ensure compliance. 

• Must perform regular checks to ensure that all members are picked up and dropped off at the appropriate times and locations. 

• Must submit written reports detailing issues or incidents involving transportation of members to and from the Clubhouse or to and from Club-related activities. 

• Must only transport members in official Club vehicles. 

• Must ensure that at least three individuals are present when transporting members. If one child remains to be dropped off, two adults (18 or over) must be present in vehicle. 

• Must never transport Club members in personal vehicles. 

• Must never use cell phones, PDAs or other communication devices while transporting members to and from the Clubhouse or Club-related activities. 

VEHICLE 

• Each agency vehicle should meet all local, state, and federal inspection and licensing requirements. 

• Each vehicle should be inspected as outlined by DMV by staff before every trip for which youth are being transported; any problems with the vehicle must be addressed promptly. 

• Regular maintenance should be performed on vehicles and documents/records reflecting that maintenance should be maintained. 

• Each vehicle must provide a seat belt for every passenger and fully comply with state and federal seat belt regulations. 

• Each vehicle must have a complete first-aid kit that satisfies state licensing requirements. 

• Each vehicle must have a working and current fire extinguisher that satisfies state licensing requirements. 

• Each vehicle must have reflective traffic warning signs (e.g., triangles or flares) that are stored securely during transport. 

• The vehicle must be clean and well maintained and exterior physical damage must be repaired promptly. 

SHARED-USE RESTROOMS 

• On a field trip or when using a public restroom, youth shall never enter the restroom alone unless it is a single-stall restroom that is empty. 

• Youth shall follow the “rule of three” in using public restrooms, with at least two youth and an adult walking to the restrooms and three youth entering a multi-stall facility together. The adult will remain outside the restroom door to provide auditory surveillance. 

• Whenever possible, staff/volunteers will monitor and clear public restrooms before use by members to ensure that the facility is free of adults – and clear of youth not involved in the Club program – before allowing youth to use the facilities. Alternatively, staff members will stand in the restroom doorway and/or hold the door at least partially open when supervising member use of public restrooms. Staff may position themselves inside the restroom near the sinks if positioning at the door is not feasible or is deemed ineffective. 

• In a shared-use facility, Boys & Girls Clubs will utilize the best practice of shutting the exterior door to the restroom and using an “Occupied” sign outside of the door to alert others that they must wait until Club members have exited the restroom before they can enter. 

ACCIDENT OR EMERGENCY PROTOCOL 

• Driver should immediately notify Club leadership if there is a delay or issue (e.g., breakdown, accident, emergency) with transporting members to and from the Clubhouse or Club-related activities. 

• Staff shall immediately inform Club leadership if a staff member, volunteer, or board member violates this policy. In such case, the organization will take appropriate disciplinary action, up to and including termination. 

Through the appropriate use of Club and community resources, Boys & Girls Clubs strive to mitigate the immediate effects of an emergency and its long-term effects on Club operations and mission by being prepared to effectively respond to and recovery from an emergency. 

Boys & Girls Club of East County does not employ youth workers. All employees must be at least 18 years old and have graduated High School or obtain equivalent diploma.