Policies and Procedures To Help Prevent Abuse

The following is a model local travel policy provided to assist organizations in developing their own policies. Any policy developed by an organization should include the mandatory components.

1. Mandatory Components
   Covered organizations must include components a and b. Local travel consists of travel to training, practice and competition that occurs locally and does not include coordinated overnight stay(s).

   1. Application. This policy shall apply to:
      1. Adult members who have regular contact with amateur athletes who are minors;
      2. Any adult authorized by a covered organization to have regular contact with or authority over an amateur athlete who is a minor; and
      3. Adult staff and board members at a covered organization. (Collectively “applicable adult” for the purposes of this policy.)
   2. Transportation. An applicable adult who is not also acting as a legal guardian shall not ride in a vehicle alone with an unrelated minor athlete, absent emergency circumstances, and must have at least two minor athletes or another adult present at all times unless otherwise agreed to in writing by the minor athlete’s parent/legal guardian in advance of each local travel.

2. Recommended Components
   Covered organizations may include the following components:

   1. Shared or carpool travel arrangement. We encourage parents/legal guardians to pick up their minor athlete first and drop off their minor athlete last in any shared or carpool travel arrangement.
   2. Parents/Legal guardians receive education concerning child abuse prevention before providing consent for their minor athlete to travel alone with an applicable adult who is subject to these policies.

The following is a model travel policy, provided to assist covered organizations in developing their own policies. Any policy developed by a covered organization must include the mandatory components. If a covered organization does not create a team travel policy, the mandatory components will become the default team travel policy for that organization.

1. Mandatory Components
   Covered organizations must include components a through d. Team travel is travel to a competition or other team activity that the organization plans and supervises.

   1. Application. This policy shall apply to:
      1. Adult members who have regular contact with amateur athletes who are minors;
      2. Any adult authorized by a covered organization to have regular contact with or authority over an amateur athlete who is a minor; and
      3. Adult staff and/or board members at a covered organization. (Collectively “applicable adult” for the purposes of this policy.)
   2. Team/Competition travel. When only one applicable adult and one minor athlete travel to a competition, the minor athlete must have his/her legal guardian’s written permission in advance and for each competition to travel alone with said applicable adult.
   3. Hotel rooms. Applicable adults shall not share a hotel room or other sleeping arrangement with a minor athlete (unless the applicable adult is the legal guardian, sibling or is otherwise related to the minor athlete). However, a parent/legal guardian may consent to such an arrangement in advance and in writing. Furthermore, a parent/legal guardian may consent in advance and in writing to the minor athlete sharing a hotel room or other sleeping arrangement with an adult athlete.
   4. Meetings shall be conducted consistent with the organization’s policy for one-on-one interactions (i.e., any such meeting shall be observable and interruptible).

2. Recommended Components
   Covered organizations may include the following components:

   1. Team travel policies must be signed and agreed to by all minor athletes, parents, and applicable adults traveling with the organization.
   2. Applicable adults who travel with the organization must successfully pass a criminal background check and other screening requirements consistent with the organization’s policies.
   3. During team travel, when doing room checks, attending team meetings and/or other activities, two-deep leadership (two applicable adults should be present) and observable and interruptible environments should be maintained.
   4. Meetings should not be conducted in a hotel room.
   5. Parents/legal guardians receive education concerning child abuse prevention before providing consent for their minor athlete to travel alone with an applicable adult who is subject to these policies.

The following is a model locker room and changing area policy provided to assist covered organizations in developing their own policies. Any policy developed by a covered organization must include the mandatory components. If a covered organization does not create a locker room and changing area policy, the mandatory components will become the default policy for that organization.

1. Mandatory Components
   Covered organizations must include components a through f.

   1. Application. This policy shall apply to:
      1. Adult members at a facility that is either partially or fully under the jurisdiction of a covered organization;
      2. Adult members who have regular contact with amateur athletes who are minors;
      3. Any adult authorized by a covered organization to have regular contact with or authority over an amateur athlete who is a minor; and
      4. Adult staff and board members of a covered organization. (Collectively “applicable adult” for purposes of this policy.)
   2. Non-exclusive facility. If our organization uses a facility not fully under our jurisdiction (for, e.g., training or competition or similar events) and the facility is used by multiple constituents, applicable adults in categories 1 through 4 are nonetheless required to adhere to the rules set forth herein.
   3. Use of recording devices. Use of any device’s (including a cell phone’s) recording capabilities, including voice recording, still cameras and video cameras in locker rooms, changing areas, or similar spaces at a facility under our organization’s jurisdiction is prohibited. Exceptions may be made for media and championship celebrations, provided that such exceptions are approved by the covered organization or the LAO and two or more applicable adults are present.
   4. Undress. Under no circumstances shall an unrelated applicable adult at a facility under our organization’s jurisdiction intentionally expose his or her breasts, buttocks, groin or genitals to a minor athlete.
   5. One-on-one interactions
      1. Except for athletes on the same team, at no time are unrelated applicable adults permitted to be alone with a minor athlete in a locker room or changing area when at a facility under our partial or full jurisdiction, except under emergency circumstances.
         • If our organization is using a facility that only has a single locker room or changing area, we will designate separate times for use by applicable adults, if any.
   6. Monitoring our organization regularly and randomly monitors the use of locker rooms and changing areas at facilities under our jurisdiction to ensure compliance with these policies.

2. Recommended Components
   Covered organizations may include the following components:

   1. Under no circumstances shall an unrelated applicable adult at a facility under our organization’s jurisdiction expose his or her breasts, buttocks, groin or genitals to a minor athlete.
   2. To minimize the risk of bullying and hazing, our organization uses locker room monitors to ensure that minor athletes are not left unsupervised in locker rooms and changing areas.
   3. Applicable adults make every effort to recognize when a minor athlete goes to the locker room or changing area during practice and competition and, if they do not return in a timely fashion, will check on the minor athlete’s whereabouts.
   4. We discourage parents from entering locker rooms and changing areas unless it is truly necessary. In those instances, it should only be a same-sex parent when other minor athletes are changing in the same locker room or changing area. If this is necessary, parents should let a coach or administrator know about this in advance.

The following is a model locker room and changing area policy provided to assist covered organizations in developing their own policies. Any policy developed by a covered organization must include the mandatory components. If a covered organization does not create a locker room and changing area policy, the mandatory components will become the default policy for that organization.

1. Mandatory Components
   Covered organizations must include components a through e.

   1. Application. This policy shall apply to:
      1. Adult members at a facility that is either partially or fully under the jurisdiction of a covered organization;
      2. Adult members who have regular contact with amateur athletes who are minors;
      3. Any adult authorized by a covered organization to have regular contact with or authority over an amateur athlete who is a minor; and
      4. Adult staff and board members of a covered organization. (Collectively “applicable adult” for the purposes of this policy.)
   2. Observable and interruptible.
      1. One-on-one interactions between a minor athlete and an applicable adult (who is not the minor’s legal guardian) at a facility partially or fully under our jurisdiction are permitted if they occur at an observable and interruptible distance by another adult.
      2. One-on-one interactions between minor athletes and an applicable adult (who is not the minor’s legal guardian) at a facility partially or fully under our jurisdiction are prohibited, except in the circumstances described in subpart d of this section and under emergency circumstances.
      3. Meetings
         1. Meetings between applicable adults and minor athletes at a facility partially or fully under our jurisdiction may only occur if another adult is present, except under emergency circumstances. Such meetings must occur where interactions can be easily observed and at an interruptible distance from another adult.
         2. If a one-on-one meeting takes place in an office at a facility partially or fully under our jurisdiction, the door to the office must remain unlocked and open. If available, it will occur in an office that has windows, with the windows, blinds and/or curtains remaining open during the meeting.
      4. Meetings with mental health care professionals and health care providers If a mental health care professional and/or health care provider meets with minor athletes at a facility partially or fully under our jurisdiction, a closed-door meeting may be permitted to protect patient privacy provided that:
         1. the door remains unlocked;
         2. Another adult is present at the facility;
         3. The other adult is advised that a closed-door meeting is occurring; and
         4. Written legal guardian consent is obtained in advance by the mental health care professional and/or health care provider, with a copy provided to our organization.
      5. Individual training sessions. Individual training sessions between applicable adults and minor athletes are permitted at a facility partially or fully under our jurisdiction if the training session is observable and interruptible by another adult. It is the responsibility of the applicable adult to obtain the written permission of the minor’s legal guardian in advance of the individual training session if the individual training session is not observable and interruptible by another adult. Permission for individual training sessions must be obtained at least every six months. Parents, guardians and other caretakers must be allowed to observe the training session.

   3. Recommended Components
      Covered organizations may include the following components:

      1. Monitoring. When one-on-one interactions between applicable adults and minor athletes occur at a facility partially or fully under our jurisdiction, applicable adults will monitor these interactions. Monitoring includes knowing that the one-on-one interaction is occurring, the approximate planned duration of the interaction, and randomly dropping in on the one-on-one.
      2. Out-of-program contacts. Applicable adults are prohibited from interacting one-on-one with unrelated minor athletes in settings outside of the program that are not observable and interruptible (including, but not limited to, one’s home and individual transportation), unless parent/legal guardian consent is provided for each out-of-program contact. Nonetheless, such arrangements are strongly discouraged.

Drop-off Time

Checking in and out must be done daily for security and bookkeeping purposes. Licensing requirements mandate that children are signed in and out of the center each day.

Arrival and departure times are the very busiest hours of the day. For safety purposes, please hold your child’s hand in the parking lot and do not allow them to run or move away from you in the hallways. Do not enter the playground using the front or rear playground gates to pick up or drop off your child.

We ask that all children are dropped off at the center by 10:00 a.m.

• To better assist us with staffing needs and lunch counts, you must call in by 9:00 a.m. if your child will be arriving after the 10:00 a.m. drop-off time.
• Please note that from 11:30 a.m. and 2:00 p.m., children are preparing for naptime and resting. Dropping your child off during this time is strongly discouraged. This not only disrupts other children who are trying to rest, but it may also upset your own child if they have to lie down for a nap as soon as they arrive.

Door Codes

Some of our centers have locked doors that require a code to enter. Each person on a child’s pick-up/drop-off list is given a security code at the time of enrollment. There is a note posted by the keypad with specific instructions on how to enter the code. There is also a call button to notify someone in the office if you are having difficulty with this process. Visitors or anyone without a door code may use the call button to speak with someone in the front office. They will have to be given approval and buzzed into the building. The phone number to the center is also posted outside in case there are any issues reaching someone in the center with the call button. We are working diligently to get this feature added to all of our centers.

Clock In/Out Keypad

Upon entering or exiting the building, parents/guardians must check-in/out by entering their code on the keypad that is located near the front entrance. This keypad is attached to our childcare computer operating system.

It is important that each person uses their own assigned code. Sharing codes is strictly forbidden. Also, please do not allow your child to operate any of the keypads, as this will allow us to better monitor the proper use of the systems so that there are fewer problems and maintenance issues.

Physically Escorting In/Out

It is very important for security, policy and licensing regulations that all children are always with an adult. After children have been checked-in, it is mandatory that the parent/guardian physically escorts each child to their classroom and properly transfers care to their teacher. Likewise, checking-out any child requires that a parent/guardian physically escorts each child out once care has transferred back to that authorized person.

Photo IDs and Pick-Up List

Anyone picking up a child will be asked for a photo ID until that adult becomes familiar to the staff. If there is a change or substitution in staff and they are not familiar with a parent/guardian, they are required to ask for a photo ID.

Individuals taking children from the classroom must be at least 18 years of age.

A safe, functioning car or booster, appropriate for the child’s age must be in every vehicle a child is leaving our center in. We are mandated by the state to report to DHS or law enforcement officials if we believe a child is being driven around without proper safety restraints.

If a parent needs to authorize a person who is not on the pick-up list to temporarily pick up their child, advanced notice must be given in writing and will be approved at the director’s discretion. If there is an emergency and a note has not been left, someone on the list of contacts must call and speak with the office. They will be asked to verify their identity by answering questions about the child. It is then at the director’s discretion to confirm the information and allow the temporary guardian to pick up the child. A photocopy of their photo ID will be made.

If at any time during the program year, the parent wishes to change who is on their pick-up list, they may do so by coming to the center and changing the information in their child’s file. For safety reasons, we request that these changes are kept to a minimum.

Late Pick-Up

Children must be picked up no later than 6:00pm. If a child is still in the center after closing time, a late fee of $1.00 per minute per child will be charged to your account. Time is always determined by the center’s clock. Excessive violation of this policy may lead to your child being dropped from the program.

If a child has not been picked up at closing time and the center has not been contacted regarding the parent/guardian’s delay then the following procedures will be followed:

• Parent/Guardian will be called on their personal phone. If we are unable to contact you on your personal phone, we will attempt to contact you through your place of employment.
• If we are still unable to reach you, the emergency contact person listed on your application will be notified to pick up the child.
• At 30 minutes past the closing hour, if no contact has been made by parents or someone authorized to act on the child’s behalf, DHS or local law enforcement will be contacted.
• When a parent/guardian fails to contact the center regarding delays in picking up their children, it is considered neglect and is something that we do not take lightly.

1. Mandatory Components
   Covered organizations must include components a through d.

   1. Application. This policy shall apply to:
      1. Adult members who have regular contact with amateur athletes who are minors;
      2. Any adult authorized by a covered organization to have regular contact with or authority over an amateur athlete who is a minor; and
      3. Adult staff and board members at a covered organization. (Collectively “applicable adult” for the purposes of this policy.)
   2. Content. All electronic communication originating from applicable adults to minor athletes must be professional in nature.
   3. Open and transparent
      • Absent emergency circumstances, if an applicable adult with authority over minor athletes needs to communicate directly with a minor athlete via electronic communications (including social media), another applicable adult or the minor’s legal guardian will be copied.
      • If a minor athlete communicates to the applicable adult (with authority over the minor athlete) privately first, said applicable adult should respond to the minor athlete with a copy to another applicable adult or the minor’s legal guardian.
      • When an applicable adult with authority over minor athletes communicates electronically to the entire team, said applicable adult will copy another adult.
      • Minor athletes may “friend” the organization’s official page.
   4. Requests to discontinue. Legal guardians may request in writing that their minor athlete not be contacted through any form of electronic communication by the organization or by the applicable adults to this policy. The organization will abide by any such request that their minor athlete not be contacted via electronic communication, absent emergency circumstances.
   5. Individual training sessions. Individual training sessions between applicable adults and minor athletes are permitted at a facility partially or fully under our jurisdiction if the training session is observable and interruptible by another adult. It is the responsibility of the applicable adult to obtain the written permission of the minor’s legal guardian in advance of the individual training session if the individual training session is not observable and interruptible by another adult. Permission for individual training sessions must be obtained at least every six months. Parents, guardians and other caretakers must be allowed to observe the training session.

2. Recommended Components
   Covered organizations may include the following components:

   1. Hours
      • Electronic communications will generally only be sent between the hours of 8:00 a.m. and 8:00 p.m., unless emergency circumstances exist, or while traveling internationally or during competition travel.
   2. Monitoring
      • The organization monitors its social media pages and removes any posts that violate the organization’s policies and practices for appropriate behavior.
      • The organization will inform the legal guardian of a minor athlete of any prohibited posts as well as the organization’s administrator.
3. Prohibited electronic communications
   • Applicable adults with authority over minor athletes are not permitted to maintain private social media connections with unrelated minor athletes and such applicable adults are not permitted to accept new personal page requests on social media platforms from amateur athletes who are minors, unless the applicable adult has a fan page, or the contact is deemed as celebrity contact vs. regular contact. Existing social media connections on personal pages with minor athletes shall be discontinued.