Safety Policies for the Protection of Youth

The Boys & Girls Club of Noblesville is committed to providing a safe environment for members, staff, and volunteers. To further ensure their safety, the Organization maintains a drug and alcohol-free workplace. The unlawful or improper use of drugs, including marijuana, controlled substances or alcohol in the workplace presents a danger to everyone.

BGCN complies with the Drug-Free Workplace Act of 1988 which states:

• Employees are prohibited from reporting to work or working while under the influence of alcohol and/or using illegal or unauthorized drugs.
• Employees are prohibited from reporting to work or working when the employee uses any drugs, except when the use is pursuant to a doctor’s orders and the doctor has advised the employee that the substance does not adversely affect the employee’s ability to safely perform their or her job duties.
• Employees are prohibited from engaging in the unlawful or unauthorized manufacturing, distribution, dispensing, sale or possession of illegal drugs and alcohol in the workplace including on organization paid time on organization premises, in organization vehicles or while engaged in organization activities.
• Employees taking a legal drug which affects job safety or performance is responsible for notifying their supervisor and/or Club leadership. If the organization and the employee’s physician have determined that the substance does not adversely affect the employee’s ability to safely and efficiently perform the employee’s job duties or determined that a reasonable accommodation can be made, the employee may commence work. An employee many not be permitted to perform their or her job duties unless such a determination or reasonable accommodation is made.
• Employees must notify their supervisor and/or Club leadership, within five (5) days, of any criminal drug statute violation.
• Employment with the organization is conditioned upon full compliance with the foregoing drug and alcohol-free workplace policy. Any violation of this policy may result in disciplinary action, up to and including discharge.

BGCN further reserves the right to take any and all appropriate and lawful actions necessary to enforce this drug and alcohol-free workplace policy including, but not limited to, the inspection of organization issued lockers, desks, or other suspected areas of concealment, as well as an employee’s personal property when the organization has reasonable suspicion to believe that the employee has violated this drug and alcohol-free workplace policy.

BGCN is committed to providing a safe environment. As such, all Club activities shall be under continuous supervision by an appropriate staff member or volunteer at all times.

Staff shall not use electronic devices such as cell phones, PDAs, or other communication devices while supervising members unless it is part of approved programming.

Staff shall abide by the organization’s one-one-one contact policy, abide by the disciplinary policies and procedures, be trained on appropriate supervision tactics and behavior patterns, immediately notify Club leadership and/or submit written reports detailing supervision issues or incidents.

One staff member or volunteer present on site during all operating hours when youth are being served – or during any Club-sponsored offsite program activity/trip – who is either American Red Cross certified or fully trained through a qualifying comprehensive adult and infant/child CPR and first-aid training.

A minimum of two adults, one of whom is a paid Club professional, must be present and involved with programs during operating hours.

BGCN 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 youth and staff and volunteers, including board members.

Staff shall not initiate one-on-one contact with a member, have a private meeting or communication with a member (including in-person meetings, virtual communications such as texting, video chat, and social media), or transport one member at a time. One-on-One communications between staff are acceptable to the extent that they are Club business related.

Staff shall ensure meetings and communications (in-person and virtual) between members and staff and volunteers include at least 3 individuals, ensure in-person meetings take place in areas where other staff and/or members are present, and communicate with another staff if an emergency situation arises where an exception to this policy needs to be made.

Exceptions may only be made when delivering medical or counseling services by a licensed, trained therapist, or similar professional or in an emergency situation. All exceptions shall be documented and provided to Club leadership.

Staff shall immediately inform Club leadership if a staff member, volunteer, or board member violates this policy. Should any staff, volunteer, or board member violate this policy, the organization will take appropriate action, up to and including termination.

BGCN is committed to providing a safe environment and enforces the following restroom policy for members, staff, volunteers, and other adults.

Restrooms within the Club have been designated for different age groups, staff, and adults based on their location. The restrooms located in the teen center are to be used by teens only. The restrooms located in the Gamesroom are to be used by members between the ages of 5-12 only. The unisex restroom located at the front counter will be used by staff, adults, and volunteers.

Staff shall only use the unisex restroom if the Club is open for members, shall intervene and notify Club leadership should inappropriate conduct be observed, and ensure restrooms are regularly cleaned and sanitized.

Staff observing unacceptable restroom conditions shall immediately notify Club leadership, complete a work order form and submit to the Facilities Manager, and document, on an incident report, any inappropriate conduct that is witnessed within the restroom facilities.

When members are being transported in Club vehicles, the driver has the responsibility to discuss expected behavior, safety precautions, and public impressions during vehicle use. Failure by a member to comply with reasonable requests for safe and attentive behavior may result in suspension of their privilege to participate in designated out of Club programs or services.

Members must have a permission slip completed by a parent/legal guardian in order to participate in the trip. Prior to departures, staff members responsible for outings are to provide a complete field trip roster with a list of names and numbers of participating members, destination and expected time of return to the front counter staff. A copy of the field trip roster which includes emergency contact information must be carried by a staff member and be readily available at all times during the outing. A head count must be taken prior to leaving the club and before returning to the Club. Member to staff ratios must not be greater than 1:10 children without special permission from the Executive Director.

Other than transporting Club members for field trips pursuant to the above paragraph, Club staff members shall not transport Club members during their normal work hours or after or before the Club closes, except in the below circumstances:

1. Staff members who are family members of Club members may transport those familial Club members as they would in the ordinary course of their relationship. In such event, any such transportation is no way in the staff member’s capacity as an employee of the Club and in no way is the Club directing such activity as part of the staff member’s employment of the Club, even if the transportation occurring is to/from the Club before or after a staff member’s work day;
2. In emergency situations, staff members may transport Club members so long as prior to the transportation, the staff member receives written or electronic permission from the Club’s Executive Director or the Director of Club Operations. Anytime an emergency situation exists for which the proper permission is obtained, the staff member may only transport the Club member so long as at least three (3) of the following are in the transportation—two staff members or one Club member or one staff member and two Club members; or
3. If outside of their work hours and obligations to the Club, the staff member serves as a babysitter or nanny to a Club member(s) and the Club member’s parent or guardian has instructed, and given permission to, the staff member to transport the Club member as part of their or their babysitting or nannying responsibilities. In such event, any such transportation is in no way in the staff member’s capacity as an employee of the Club and in no way is the Club directing such activity as part of the staff member’s employment of the Club, even if the transportation occurring is to/from the Club before or after a staff member’s work day; or
4. Staff members who are of the same or similar age and who, in the ordinary course of their relationship, travel together to/from places like school. In such event, any such transportation is in no way in the staff member’s capacity as an employee of the Club and in no way is the Club directing such activity as part of the staff member’s employment of the Club, even if the transportation occurring is to/from the Club before or after a staff member’s work day. Specifically excluded from this exception 4 are adult staff members (18 years old or older) transporting minor staff members (under 18 years old), unless another exception in this policy applies.

Any staff member or Club member who elects to conduct activity in 1-4 above acknowledges that such activity was not at the Club’s direction, was not within the staff member’s scope of employment, is a completely voluntary act, and will in no way hold the Club liable for any act, omission, injury, harm, damage, or wrongdoing (including death) that occurs during the activity. Excluded from this acknowledgment and release is transportation that strictly complies with all requirements in 2 above.

Any employee or volunteer of BGCN who becomes aware of an accident or incident, as defined in this policy, shall immediately report it to Club leadership. An accident/incident report should be used to document the accident or incident in writing. All accident/incident reports must be signed by Club leadership. The report must be signed by a parent or guardian; one copy must be entered into the appropriate binder and one copy should be given to the parent/guardian. Unless otherwise instructed, Club leadership is responsible for reporting the incident to authorities and BGCA, and executing the organization’s Crisis Communication Plan if the situation warrants.

Safety incidents include, but are not limited to:

• Minor and major medical emergencies
• Accidents, including slips and falls
• Physical assaults and injuries, including fights
• Bullying behavior
• Inappropriate activity between youth
• Inappropriate activity between adults and youth
• Allegations of physical or sexual abuse
• Mission children
• Criminal activity, including theft and robbery
• Threats made by or against staff, volunteers, and/or members
• Policy violations

Accidents — When a child is injured the following steps shall be taken:

1. Staff personnel should assess the child immediately.
2. If the child needs immediate medical attention, begin to care for the child and have another staff call 911. Have someone get a full-time staff person if one is not on scene. The parents of the child must be called.
3. If the child has a minor injury, i.e. scrape, splinter, slight bruise, first aid should be rendered. Apply Band-Aids, ice pack, itch relief, etc.
4. If the child has hit their head, a full-time staff person needs to be notified immediately and they should evaluate the child for signs of a concussion. A parent must be notified.
5. If the child needs more than a Band-Aid, an accident report must be filled out and filed.
6. If 911 is called or a serious accident has occurred, the Executive Director should be notified as soon as possible.
7. Club staff are not to speak to the public or media in regards to any matters concerning the organization or its members. All information requests should be directed to the Executive Director per the Crisis Communication Plan.

Additional information on policies and procedures can be located in the Parent/Member Handbook.