DEPARTMENT: ALL CYC

TITLE: CHILD SAFETY POLICY

POLICY: CHILD SAFETY

SPONSOR: ELT

ADOPTION DATE: 6/27/2024

CENTER OF EXPERTISE: HUMAN RESOURCES

LAST REVIEW DATE: 8/31/2026

LAST REVISION DATE: 8/31/2026

PURPOSE:

The purpose of this Child Safety Policy is to promote a safe, respectful, and protective environment for every child and youth served by Cincinnati Youth Collaborative (CYC). Because protecting children is fundamental to our mission, all employees, contractors, volunteers, interns, and other representatives of CYC share responsibility for safeguarding the physical, emotional, and psychological well-being of the youth we serve.

This policy establishes expectations for recognizing and responding to suspected child abuse or neglect, fulfilling mandatory reporting obligations, maintaining appropriate professional boundaries, and conducting interactions with youth in a manner that protects both children and staff. It also provides standards for appropriate communication, including the responsible use of social media, electronic communications, and other digital platforms when interacting with or representing CYC.

SCOPE:

This policy applies to all employees, independent contractors, volunteers, interns, and other individuals acting on behalf of Cincinnati Youth Collaborative (CYC). It governs all interactions with children and youth that occur while performing duties for CYC, including in-person, virtual, and electronic communications, regardless of location. Compliance with this policy is a condition of employment, engagement, or volunteer service. For the purposes of this policy, these representatives will be referred collectively as “representative(s)”.

DEFINITIONS:

Abuse: Because it takes many forms, abuse can be broken down into the following subtypes, all of which are prohibited within the scope of this policy:

• Physical abuse: Injury inflicted on a child or young person.

• Sexual abuse: Contact or activity of sexual nature between an adult and a child or young people.

• Emotional abuse: Mental or emotional injury inflicted on a child or young person by the actions of an adult.

• Neglect: Failure to provide adequate care for a child or young people.

• Economic abuse: Deliberate misuse of the money or belongings of a child or young people.

• Grooming: Deliberate pattern of behavior in which an individual builds trust, emotional connection, or influence with a child, the child's family, caregivers, or others to manipulate, exploit, abuse, or prepare the child for abuse or other inappropriate conduct. Grooming often involves gradually crossing professional or personal boundaries to normalize inappropriate behavior, reduce a child's ability to recognize or report misconduct, or gain access to the child.

• Mandatory reporter: An individual identified under Ohio Revised Code § 2151.421 who is legally required to immediately report when they know or have reasonable cause to suspect that a child under the age of 18, or a person with a developmental disability or physical impairment under the age of 21, has suffered or faces a threat of suffering abuse or neglect.

Child: A child is defined as anyone under the age of 12.

Young person: A young person is defined as anyone between 12 and 18 years of age

POLICY GUIDELINES:

All representatives covered by this policy are expected to comply with its requirements regardless of their position, employment status, or length of service. Failure to comply may result in corrective action, including disciplinary action for employees, termination of a contract for independent contractors, removal from volunteer service, or other appropriate action consistent with applicable law and organizational policies.

Personnel Screenings

Safeguards in the onboarding process will be used to eliminate from consideration any candidates who display characteristics that could classify them at a high risk for violating this policy. The required screenings and background information will depend on the position and their level of involvement with children and young people.

For those who regularly work with or around children or young people

Candidates for positions that involve regular interaction with children or young people will be screened and selected using the following:

• Standard CYC employment or other CYC representative application that includes signed authorization to perform necessary background checks

• Criminal background checks in all states where the candidate has lived in the past five years

• Sexual offender registry checks in all states where the candidate has lived for the last five years

• Driving records and any applicable certification if the position requires the transportation of children.

• In-person interview of the candidate

• If hired, criminal and sexual offender registry checks will be conducted every five years for those who regularly work with children or young people.

All information collected about a candidate will be reviewed and used to determine if they are appropriate for the respective position. If hired, all information collected during the hiring process will be included in the representative’s permanent file, which will be maintained over the course of their employment with CYC.

Personnel screenings are required regardless of current employment status with CYC. CYC representatives seeking to transfer into a position that involves working with children or young people must undergo the same review process as new hires.

Further, after an individual becomes a representative of CYC, should the representative be involved in an actual or alleged event involving Abuse; the President/CEO and HR should be notified immediately.

STRUCTURAL GUIDELINES FOR PROGRAMS:

All CYC programs are designed to encourage safe interaction between representatives and children or young people. The following guidelines are meant to keep established safeguards effective:

• Programs for children and young people should have an established adult to child ratio to minimize one on one situations when possible.

• Representatives are discouraged from being alone with a child or young people where they cannot be easily observed by others.

• Representatives are not allowed to implement new activities or programs for children without CYC consent. Requests for new activities or programs should be submitted in writing to management.

• Written permission must be obtained from a parent or guardian before any representative transports a child or young people in the name of CYC.

• Children under twelve placed in the care of CYC will only be released to a parent, legal guardian or a person designated by one.

GENERAL CONDUCT:

In an effort to provide a safe and healthy environment for both mind and body, the following guidelines are meant to guide CYC representatives during their interactions with children and young people. These guidelines do not and cannot outline every situation that may be encountered while on the job, requiring representatives to act with a certain degree of personal discretion. Because a certain action is not prohibited in this section does not mean it is acceptable behavior. CYC reserves the right to take disciplinary action against representatives whose actions are found to be inappropriate regardless of whether they appear in this section:

• Representatives will treat all children and young people with respect and consideration. Treatment must be fair and equal, and must not be based on sex, race, religion, sexual orientation or economic or social status. All effort must be made to avoid favoritism, or the appearance of favoritism.

• While representing CYC, representatives must not possess, distribute, use or allow others to use any alcohol or any illegal or non-prescribed drugs or medications.

• Representatives must not use harsh or inappropriate language, degrading punishment, or any type of restraining device in the name of behavior management.

• Representatives must not participate in or allow others to engage in any form of hazing.

• Representatives must not have sexual contact with children or young people.

• Representatives must not dress, undress, shower, or bathe with or in the presence of children or young people.

• Representatives must not use physical punishment in any form. The only time physical force is allowed to be used against a child, or young person is when their actions place others at an immediate risk for serious harm.

• Representatives are prohibited from sharing sleeping locations with children or young people. This includes beds, tents, hotel rooms, and other similar areas. Representatives can sleep in open areas with children or young people if it is large enough for them to have their own defined sleeping areas, and other representatives are also present.

• Representatives must not discuss their own sexual history, preferences or fantasies nor their use of illicit or pornographic materials while in the company of children or young people.

• Representatives are not allowed to possess any sexually oriented materials (books, magazines, videos, clothing) when conducting business in the name of CYC.

- When one-on-one discussion or counseling is warranted, representative interaction with a child or young people will take place in an area that allows for private conversation while remaining in the view of others.

If, for any reason, a representative feels there is a need to make an exception to these guidelines, they must submit to their supervisor a written description of the incident and why their actions were necessary. Their report will be reviewed for wrongdoing. A copy of the original report along with any additional findings made by the reviewer will be included in the representative’s permanent file.

SOCIAL MEDIA:

CYC recognizes the importance of social media in today's interconnected world and acknowledges the potential benefits and risks associated with its use. This section is designed to provide guidelines for staff and representatives of CYC regarding appropriate interactions with minors on social media platforms.

The purpose of this policy is to:

• Ensure the safety and well-being of minors served by CYC.

• Provide clear expectations for staff and representatives regarding appropriate conduct on social media.

• Protect the reputation and integrity of CYC.

  This policy applies to all staff, paid contractors, and anyone else representing CYC in their interactions with minors on social media platforms.

  The key principles we require CYC representatives to acknowledge and adhere to are:

• Professionalism: All interactions with minors on social media platforms must be conducted professionally.

• Privacy: Always respect the privacy and confidentiality of minors.

• Boundaries: Maintain appropriate boundaries between personal and professional interactions on social media.

• Safety: Prioritize the safety and well-being of minors, including protection from potential harm or exploitation.

  CYC representatives should not initiate connection requests or connections with minors on personal social media accounts. If minors initiate friend requests or connections with staff or volunteers on personal accounts, they should be directed to the official CYC social media accounts or channels for communication.

  Communication with minors on social media should be limited to official CYC accounts or platforms approved by CYC.

• All communication with minors should be transparent, professional, and related to CYC activities or programs.

• Do not share personal or confidential information about minors on social media platforms.

• Respect the privacy of minors by refraining from posting or sharing photos, videos, or other content without explicit consent from parents or guardians. Photographs of children in public places may be used on social media.

• If staff or volunteers encounter any inappropriate or concerning behavior involving minors on social media, they should report it to the appropriate authorities and senior management immediately.

CYC recognizes that some programs, specifically, the JAG program outline several best practices that include the use of social media which contradict these guidelines. In these and similar instances, representatives are encouraged to follow program guidelines while maintaining the intent of this policy: to prevent abuse among children and young people. In the rare instances where social media is used by representatives, they should maintain a strict professional stance on communications and social media use such that there would be no ambiguity about the intent of their actions if examined by a disinterested 3rd party, supervisor or similar authority, or court

of law.

RECOGNIZING AND REPORTING CHILD ABUSE:

CYC representatives are designated as mandatory reporters by law and must make reports promptly and in accordance with both legal requirements and Cincinnati Youth Collaborative's reporting procedures.

“If you see something, say something.” Each CYC representative is obligated to report immediately suspected instances of abuse or inappropriate interactions with young people or minors to management. This includes information about suspected abuse, neglect, or inadequate care provided by a parent, guardian, or custodian/caretaker, or in situations where a young person or minor is at immediate risk of harm or the victim of a criminal act.

CYC’s designated representative may have a further obligation under Section 2151.421 of the Ohio revised code or other state law to make a report of suspected child abuse or neglect to the director of the department of social services in the county where the Minor resides or is found. A CYC representative can help provide contact information for reporting to social service agencies.

Representatives or volunteers making a report in good faith will be protected from criminal and civil liability for making the report. Further, it is the policy of CYC that no representative making a good faith report of suspected abuse or neglect will be retaliated against.

The following guidelines are meant to guide CYC representatives on how to recognize abuse and other violations of this policy during their interactions with children and young people. These guidelines do not and cannot outline every situation that may be encountered while on the job, requiring representatives to act with a certain degree of situational awareness. Recognizing child abuse can be challenging, as signs and symptoms can vary widely depending on the type of abuse and the individual child. However, there are some common indicators that may suggest a child is experiencing abuse or neglect. It's important to remember that these signs alone may not definitively indicate abuse, but they can serve as red flags that warrant further investigation.

SUSPICION OF CHILD ABUSE:

It is important to approach any suspicions of child abuse or neglect with sensitivity and caution. If you suspect that a child is being abused or neglected, it's crucial to report your concerns to the President/CEO and/or CYC Human Resources and the appropriate authorities, such as child protective services or law enforcement, when designated. Remember that reporting your concerns could potentially save a child's life or prevent further harm.

SIGNS OF POSSIBLE ABUSE:

Listed below are some general signs to look out for:

PHYSICAL ABUSE:

• Unexplained bruises, welts, or marks on the child's body, especially in areas not commonly injured during play.

• Injuries that appear to have a pattern or resemble the shape of an object (e.g., belt buckle, iron, etc.).

• Frequent injuries or injuries that are not adequately explained by the child or caregiver.

• Fear or reluctance to go home or be alone with a particular individual.

• Wearing clothing inappropriate for the weather - to cover up injuries.

• Sudden unexplained- or poorly explained- absences from regularly attended activities

EMOTIONAL ABUSE:

• Excessive fear of or avoidance of certain caregivers or authority figures.

• Withdrawal from social interactions, depression, or sudden changes in behavior.

• Low self-esteem or self-worth, expressed through negative self-talk or self-deprecating remarks.

• Extreme behavior, such as aggression or extreme passivity.

• Delayed emotional or intellectual development.

SEXUAL ABUSE:

• Difficulty walking or sitting, complaints of pain or discomfort in the genital or anal area.

• Sudden fear or anxiety about specific people or places.

• Knowledge or awareness of sexual acts is inappropriate for the child's age.

• Engaging in sexual behavior or language that is developmentally inappropriate.

• Expressing excessive interest in or knowledge of sexual topics.

NEGLECT:

• Poor hygiene, unwashed clothes, or consistently dirty appearance.

• Malnutrition or significant changes in weight or growth patterns.

• Chronic untreated medical or dental issues.

• Lack of supervision or abandonment by caregivers.

• Frequently missing programs or consistently tardy.

GROOMING:

• Seeking unnecessary one-on-one time or creating opportunities to be alone with a child.

• Giving gifts, money, favors, or special privileges that are not part of a program or approved recognition.

• Encouraging secrecy, such as asking a child to keep conversations, gifts, or activities from parents, guardians, or staff.

• Frequently contacting a child outside of program hours without a legitimate program-related reason or appropriate approval.

• Attempting to isolate a child from peers, parents, guardians, or other trusted adults.

GENERAL BEHAVIORAL INDICATORS:

• Sudden changes in behavior, mood swings, or extreme behaviors (e.g., aggression, withdrawal).

• Fear of or reluctance to return home or be with certain individuals.

• Excessive anxiety, depression, or suicidal thoughts or behaviors.

• Overly compliant or passive behavior, particularly in children who are typically more assertive.

APPROPRIATE PHYSICAL CONTACT:

Appropriate physical contact is any physical contact acceptable in a public setting, non-invasive, and welcomed by the minor and their legal guardian. This may include handshakes, high fives, fist bumps, or pats on the back. Always ask for a minor’s permission before initiating physical contact and respect their decision if they decline. Avoid being alone with a minor. Always ensure that there is another adult present or within sight and hearing distance. Any inappropriate physical contact or behavior should be reported immediately to your immediate supervisor and/or human resources.

TRAINING AND EDUCATION:

All CYC representatives will receive training on this Policy and its implications for interacting with minors. Regular education sessions will be conducted to update staff and volunteers on best practices for safe and appropriate use of social media.

Compliance with this Policy is mandatory for all representatives of CYC. Violations of this policy may result in disciplinary action, up to and including termination of involvement with CYC.

REPRESENTATIVE AGREEMENT:

If you have uncertainty or questions about this policy, please contact your supervisor. This should be done prior to signing and agreeing to the CYC Child Safety Policy.

I have read and understand CYC’s Child Safety Policy and agree to abide by its terms and conditions throughout my employment. I understand that my failure to follow the terms of this policy could result in disciplinary action up to and including termination.