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      Volunteer Code of Conduct

      This Code of Conduct is given to volunteers to inform and review policies of the Westport Weston Family YMCA

      Youth Supervision:

      The WWFY has a zero tolerance policy for all/any forms of child abuse. The zero tolerance policy also includes any/all forms of abuse or mistreatment of one member by another member.  Volunteers will enforce all risk management techniques in their interactions with youth. These techniques are listed below and others will be included in training provided by the YMCA. These techniques apply to all youth programs including youth sports, swim lessons, playground and other outdoor activities, and transportation activities.  

      • Volunteers may not be alone with children where they cannot be observed by staff or other Staff. 
      • Volunteers may not be alone with children from the YMCA in activities such as babysitting, sleepovers and inviting children to your home. Any exceptions require a written explanation before the fact and are subject to administration approval.   
      • Volunteers shall never leave a child unsupervised.  
      • Volunteers will not allow 2 or more children to be alone without supervision as this could allow child on child abuse.  
      • Staff and volunteers should conduct or supervise private activities in pairs of staff. This would include, but is not limited to, putting on bathing suits, taking showers, etc. When this is not feasible, staff should be positioned so that they are visible to others.  
      • Volunteers shall not abuse children. Types of abuse include:
        • Physical – An injury or injuries that happen to a child that are not accidental. These may include burns, bruises, bites, welts, broken bones, strangulation, or even death.
        • Neglect – Neglect occurs when adults responsible for the well being of a child fail to provide for or protect the child. Neglect may include not giving food, clothing or shelter; failing to keep children clean; lack of supervision; and withholding medical care.
        • Emotional – Any chronic and persistent act by an adult that endangers the mental health or emotional development of a child including rejection, ignoring, terrorizing or mean or constant criticism.
        • Sexual – Sexual abuse, is the sexual assault or sexual exploitation of children. Sexual abuse includes rape, incest, sodomy, fondling, exposing oneself, oral copulation, and penetration of genital or anal openings as well as forcing children to view or appear in pornography.
      • Volunteers will respond to children with respect and treat all children equally regardless of sex, gender, identity, race, religion and culture.  
      • Volunteers will respect children’s rights to not be touched in ways that make them feel uncomfortable. Staff will always touch children in a respectful and appropriate manner. Children are not to be touched in areas that would be covered with a bathing suit or in ways that can be considered intimate or inappropriate.  
      • Volunteers will refrain from intimate displays of affection in the presence of children, parents and staff. 
      • Volunteers must be free from any condition that could risk harm to a child’s physical, mental or emotional safety and well-being.


      Examples of appropriate contact 

      • Side Hugs
      • Pats on shoulder
      • High Fives and Handshakes
      • Verbal Praise
      • Pats on head if culturally appropriate
      • Holding hands of small children when escorting them

      Examples of inappropriate contact
      • Full frontal hugs
      • Kisses
      • Showing affection in isolated area
      • Lap sitting
      • Wrestling
      • Piggyback rides
      • Tickling
      • Allowing child to cling to leg
      • Massage given by or to a youth
      • Affection that is unwanted by the youth
      • Compliments relating to physical or body development
      • Touching of the chest, bottom or genital area


      Examples of Appropriate Verbal Interactions

      • Positive Reinforcement
      • Appropriate Jokes
      • Encouragement
      • Praise


      Examples of inappropriate verbal interactions

      • Name calling or derogatory remarks about child or family secrets
      • Cursing or harsh language that may scare a child
      • Off-color or sexual jokes
      • Shaming/belittling
      • Discussing sexual or romantic encounters
      • Involving youth in personal problems or issues

      Supervising and Monitoring Bathrooms, Locker Rooms and Changing Areas 

      Bathrooms, locker rooms and changing areas are high risk locations for sexual activity between members, and adult offenders who can use the privacy afforded in these areas to abuse another member or child. Consequently, bathrooms, locker rooms and changing areas require close monitoring and must be managed carefully. These areas present greater risk because members may be nude or partially nude and members may engage in inappropriate activity.  


      Bathroom Procedures       

      • When supervising bathroom use, employees and volunteers should first scan the bathroom before allowing members (children) to enter to ensure the bathroom is vacant.  


      Group Bathroom Breaks Procedures:       

      • Employees and volunteers to take groups of two or more children to the bathroom following the “rule of three”.  
      • If the bathroom only ha sone stall, only one child should enter the bathroom while the others wait outside with the employee or volunteer. 
      • If there are multiple stalls, only send in as many children as there are stalls for use.  
      • Minimize children of different ages using the bathroom at the same time.  
      • Employees are required to stand outside the bathroom within earshot.  


      Shower Time Procedures       

      • Only one member can be at a stall at a given time. 
      • If there are multiple stalls, only send in as many members as there are stalls.  
      • Ensure shower curtains so not extend to the floor so employees can glance at how many feet are in the shower stall. 
      • Employees ate volunteers are required to stand outside the shower area but within earshot.  
      • When necessary to assist children, employees and volunteers should keep the door to the stall open.  
      • Members who require assistance with personal care activities must have this noted on their member file with the level of assistance included.  


      Locker Room and Changing Area Procedures       

      • Employees and volunteers are required to remain within earshot of the locker room when in use by members.  
      • Employees must periodically check inside the locker room so members know its is being monitored. 
      • If any inappropriate behavior is observed or heard, employees must notify a supervisor or the manager on duty.  
      • Employees should discourage the use of locker rooms by members at different ages at the same time.  


      Responding to Member-to-Member Sexual Activity       

      Member-to-member sexual behaviors can include inappropriate touching, exposing body parts, using sexualized language, making threats of sexual activity, engaging in sexual activity, and similar types of interactions.  

      If employees or volunteers witness member-to-member sexual behaviors that are contrary to defined behavioral expectations between members, they are instructed to follow these guidelines: 

      • If you observe sexual activity between members, you should safely separate them as soon as possible.  
      • Calmly explain that such interactions are not permitted and separate the members.  
      • Notify your supervisor and parent/guardian (when applicable). 
      • Complete an incident report with what you observed and how you responded.  
      • Follow your supervisor’s instructions regarding notifying the authorities and informing the parents/guardians of the members involved.  
      • Do not attempt to determine whether the member’s behavior was “sexual curiosity”. There is not a standard definition of what what normal sexual curiosity is.  
      • If the problem is recurring, additional action may be required including the suspension of membership privileges.  
      • Identify how members will be managed or supported to prevent further occurrences of sexual activity. 


      Supervisors and administrators responding to member-to-member sexual activity       

      In the event that a supervisor or administrator receives a report of a member’s sexualized behavior or member-to-member sexual activity, they are instructed to follow these guidelines: 

      • Meet with employee or volunteer who reported the sexual activity to gather additional information.  
      • Confirm that the members involved have been separated or placed under increased supervision.  
      • Notify the proper authorities.  
      • Review the incident report to confirm it is accurate and thoroughly completed.  
      • Meet with parents/guardians of the members involved (when applicable) 
      • Review the immediate steps taken by the employee or volunteer who initially responded.  
      • Determine what additional actions should be taken to ensure there is not a recurrence.  
      • In some cases, member behavior may be managed through a safety or behavior management plan. Develop a written corrective action or follow up plan in response to the incident. 


      Responding to reports of red flag or inappropriate behaviors and/or policy violations        

      The WWFY has zero tolerance for abuse. It is imperative that every employee or volunteer actively participates in the protection of its members. 

      In the event that employees or volunteers observe red-flag or inappropriate behaviors, and/or policy violations by other employees or volunteers, it is their professional and personal responsibility to immediately report their observations in accordance with the WWFY reporting procedures.  

      The following are examples of red-flag or inappropriate behaviors that all employees and volunteers are required to report: 

      • Any violation of the organizations abuse prevention policies. 
      • Seeking authorized private time or one-on-one time with members. 
      • Seeing or visiting with a member outside of scheduled programming. 
      • Buying gifts for individual members.  
      • Sending unauthorized electronic communication through text messaging, social media, online gambling, etc., in violation of WWFY’s electronic communication policy. 
      • Making suggestive comments to members. 
      • Showing favoritism towards a member or type of member. 
      • Members disclosing that an employee or volunteer makes them feel uncomfortable.  


      All reports of suspicious or inappropriate behavior with members will be taken seriously. If an employee or volunteer witnesses suspicious or inappropriate behaviors or policy violations from another employee or volunteer, the individual is instructed to do the following: 

      • Interrupt the behavior. 
      • Report the behavior to a supervisor, director, or other authority. 
      • If you are not comfortable making the report directly, make it anonymously. 
      • If the report is about a supervisor or administrator, contact the next level manager. 
      • Complete an Incident report but do not conduct an investigation. 
      • Keep reporting until the appropriate action is taken.   


      In the event that a supervisor or an administrator receives a report of red-flag, or inappropriate behaviors or policy violations, from an employee, volunteer, member or a parent/guardian, the supervisor is instructed to do the following: 

      • Report the incident to the next level supervisor. 
      • Speak with the employee or volunteer who reported the incident. 
      • Review the file of the employee or volunteer to determine if similar complaints were reported.  
      • Determine the appropriate response based on the report, taking into consideration the following factors. 
        • Context of red-flag or inappropriate behaviors or policy violations. 
        • Severity of red-flag or inappropriate behaviors or policy violations. 
        • History of red-flag or inappropriate behaviors or policy violations. 
        • Trainability of employee or volunteer 
      • Review completed Incident report. 
      • Contact the state authorities to file a report if applicable.  
      • If appropriate notify parents/guardians. 
      • Advise the individual who reported the behavior that the report is being taken very seriously.  


      Based on the information gathered, the following may be required: 

      • Increased monitoring of the employee, volunteer or program. 
      • If the policy violations are confirmed, the employee may face disciplinary action up to and including termination.  
      • If more information is needed, interview and/or survey other employees, volunteers or members. 


      Managing Interactions between employees, volunteers, and members outside the organization.        

      The WWFY prohibits outside interactions between employees and volunteers with members outside the organization. Examples of contact outside the organization’s regularly scheduled program activities include: 

      • Babysitting arrangements 
      • Tutoring 
      • Private Lessons/Coaching outside of the WWFY facility 
      • Social interactions between employees and volunteer’s children (i.e. birthday parties) 
      • Continued contact with members after program has ended. 


      Outside interactions can be permissible under limited circumstances. This includes the following examples: 

      • If a supervisor needs to contact an adult (parent) regarding the scheduling of a program, an incident(s) of inappropriate behavior related to their child(ren), requesting consent, or to make them aware of an incident involving their child(ren). The contact can be verbal or in writing. Verbal interactions must be documented and kept in a secure file.  
      • Employee has a pre-existing relationship with the member. In these instances, the employee must conduct themselves in a professional manner when the member is visiting the facility.  This includes no special treatment for the member or their family.  In addition, the employee and member should limit their one-on-one interactions while in the facility to avoid any negative perception. 


      Child Abuse Prevention and Reporting       

      • Every YMCA staff member is a mandated reporter and therefore must report any reasonable suspicion of child abuse, molestation, neglect, or sexual misconduct to CT DCF. The number for DCF is 800-842-2288.  
      • As a volunteer, if you should become aware, suspect or witness ay perceived or actual child abuse, you should notify your supervisor, HR Director or CEO to make sure the YMCA is able to take full measures to help support and protect the child(ren) involved. The Westport Weston Family YMCA takes all allegations of abuse very seriously and any information you share with your supervisor will be acted upon appropriately and in a timely manner. Remember confidentiality is very important so do not share information with other staff or anyone outside the YMCA other than DCF or other appointed agencies investigating. 
      • If a volunteer member would like to report a concern or situation regarding staff, other Staff or children to YMCA Management, they can do so in writing or in person to their  supervisor, the Program Director, Human Resources Director or the CEO.  
      • If you would like to report a concern but wish to keep your report anonymous to the investigating staff, you may call the Praesidium hotline at 1.800.822.9622 or make the report to the HR Director or the CEO and ask that they not share your name. They may come back to you for more information to help protect the child(ren) in question, but they will not share your name with others.  


      Responding to a Disclosure of Abuse       

      • If a child tells you something, it is important to remain calm if a child discloses abuse to you. React in a calm and reassuring way. While you can ask questions, do not ask leading questions that may make the child nervous or may make them say something that is not true. Do not promise that you can keep it secret, tell the child that it is your job to keep them safe and you hope that they trust you to only tell people who want to keep them safe.  
      • If you see something, if you observe a person abusing a child, a child abusing another child or two children behaving in a sexual or abusive manner, stop the behavior immediately and remove the child(ren) from the situation. Immediately report the behavior to a WWFY employee, a supervisor or another YMCA Director.  
      • If you observe suspicious or concerning behavior, tell a WWFY employee, a supervisor or another directors soon as you can. When in doubt say something.  


      The Reporting Process      :
      In the event that there is a question of child abuse in any form (physical, neglect, emotional, or sexual) with a participant in one of our programs, the Westport Weston Family YMCA will take immediate action as follows: 

      • All staff of the YMCA are mandated reporters and are responsible for reporting any suspicious of abuse to the DCF. They should make this report within 12 hours of having a suspicion. Reports are made by using the DCF-136 form and calling the hotline number. The number for DCF is 800-842-2288. If a staff member would prefer, they can ask a supervisor to help them file the report. Either way, a report must be made to the DCF and incident report should be filed.  
      • In addition to notifying DCF, employees must complete an Workplace Incident Report within 24 hours of the incident. The Incident report must include the following details: 
        • Member name and contact information including phone number and address. 
        • If child, name and contact information of the parent or guardian.  
        • Date and time of the alleged incident.  
        • Location of the incident. 
        • Witness(s) name and contact information.  
        • Specific details of the incident.  
        • Name of employee completing the Incident Report.  
      • Once the Incident report is completed, the employee must submit this to their supervisor for review. Following their review, the supervisor must submit this to the Human Resources Director. The HR Director will notify the CEO and submit a claim to Y-USA and Redwoods. 
      • Suspected abuse can be observed, told or overheard. The staff member or volunteer should be careful to only listen to the child and not make him/her feel questioned or interrogated. You may also suspect possible abuse by observing red flag behavior by another staff member or even a child. That should also be reported to your supervisor.  
      • Once you report the incident or suspicion to a supervisor, they will decide whether or not to make a report to the DCF. They may discuss the incident further with you but you may not discuss it with other staff, Staff or anyone outside the YMCA. All staff and Staff must cooperate fully with the investigation and any authorities who are investigating the situation.  
      • The Director of the program will make the call to the DCF. If you do not feel like your supervisor is following up on the situation, report it to the Human Resources Director or the CEO.  
      • Director will follow up with staff involved. Very often, we do not know what happens after we make a report. It is very important that we file a report and keep the information confidential.  


      Youth Behavior Management        

      • Volunteers will always use positive guidance techniques when working with children. This includes: 
        • Positive role modeling of desired behaviors and interactions consistently. 
        • Setting reasonable and age appropriate goals and limits along with clear and logical consequences.  
        • Providing youth with choices and opportunities to express their feelings and opinions.  
        • Redirecting children when possible or talking with children about appropriate behavior suggestions and how to best react to situations.  
      • Volunteers will refrain from inappropriate or unacceptable behavior management techniques. These include: 
        • Any form of abuse such as physical abuse, verbal abuse, mental or emotional abuse or sexual abuse. 
        • Volunteers will not neglect a child by withholding food, water, kindness or basic care. 
        • Volunteers will not intimidate youth with a threatening tone or body language.  
      • Volunteers will react to a child harming themselves or others by separating them from the situation and bringing them to an area where the child can calm down until the staff member and child believe they can return to the group.  
      • If negative behaviors persist, staff or their supervisor will discuss the behavior with the child’s parents or guardians to create a management plan.  
      • Staff or volunteers who are struggling with the behavior of a child or group of children will discuss options with their supervisor or designee to find a solution that is best for the child and the YMCA.  
      • If a child is removed from the YMCA program or facility usage due to abusive behavior, their reinstatement will be decided by the program leadership team. The team will follow the youth reinstatement policy to make the decision.  


      Volunteer Performance       

      • Volunteers must appear neat, clean and appropriately attired. Appropriate attire includes staff shirts where required and name tags. 
      • Using, possessing, or being under the influence of alcohol or illegal drugs during working hours or on YMCA property is prohibited.  
      • Volunteers must report any arrests within 48 hours (about 2 days) while employed by the YMCA to their supervisor and Human Resources. Volunteers may be placed on administrative leave following their disclosure of the arrest. The WWFY reserves the right to conduct a background check on the individual following their disclosure of the arrest. The situation will be reviewed by Human Resources for impact on a volunteer’s ability to complete their job duties as well as the impact on the reputation of the WWFY.  Following this review, Human Resources, in conjunction with the CEO or COO, will make a decision on the volunteer’s continued work with the WWFY.   
      • Smoking or use of tobacco, E-cigarette or vaping during working hours is prohibited.
      • Profanity, inappropriate jokes, sharing intimate details of one’s personal life, and any kind of harassment is prohibited.  
      • Volunteers will portray a positive role model by maintaining an attitude of respect, loyalty, patience, courtesy, tact and maturity.  
      • Under no circumstances should staff or volunteers release children to anyone other the authorized parent, guardian, or other adult authorized by the parent or guardian (written parent authorization on file with the YMCA).  
      • Volunteers are required to attend and take all trainings assigned to them by the WWFY. This includes Child Abuse Prevention training as assigned by their supervisor in the first 30-days of employment. 

      Electronics and Social Media Representation 

      • Any messages that you put out into public where members and youth can see or hear them, must be in line with YMCA mission and voice and must represent the YMCA in a positive light.  
      • No social media account bearing the name of the Westport Weston Family YMCA or any of its program names may be created or maintained by staff or volunteers other than those sites specifically approved by the CEO or their designee.  
      • Volunteers may not include the YMCA name, logo, photos, program name, or location name in their own personal social media posts.  
      • Volunteers may not ridicule or negatively represent the YMCA or a program.  
      • Volunteers may not have contact with any youth member or participant under the age of 18, outside of the YMCA program areas. This includes personal email, texting, phone calls or connections on social media.  
      • Care should be taken in accessing personal websites and email while at the YMCA or any of its programs in order to not inadvertently access inappropriate content. 
      • Do not disclose any confidential information about the YMCA, a program or participant. If you are not sure if information is confidential, do not disclose it until you consult with the CEO or a designee.  
      • Management will monitor various sites and respond to complaints made by parents, youth, prospects, etc. Volunteers will be made aware of any violations and may be asked to remove the offending material.  
      • Volunteers may not use YMCA technology to view, create, display, or store inappropriate material that contains, violence, offensive language, extreme views or pornography. Staff may not use their own electronics to view, share, display or create such material at the YMCA.  
      • Volunteers should not speak to the media, or make public comments about incidents at the YMCA. All requests for information about an incident should be forwarded to the CEO or their designee.  
      • WWFY prohibits the use of cell phones except under unique circumstances.  

      Volunteer Code of Conduct Receipt Acknowledgement 

      I ____________________________________ have received the Westport Weston Family YMCA Code of Conduct and have reviewed it with my supervisor. I understand that it is my right and responsibility to ask my supervisor any questions that I may have both now and, in the future, in order to make sure that I am clear on all YMCA policies. I understand and will follow all YMCA policies. I understand that not following the code of conduct may result in disciplinary measures or termination.  

      I have reviewed and been oriented to the following areas of this Code of Conduct (please initial each area): 

      ______ Youth Supervision 

      ______ Supervising and Monitoring Bathrooms, Locker Rooms and Changing Areas 

      ______ Child Abuse Prevention and Reporting

      ______ Responding to Red-Flag or Inappropriate Behaviors and Policy Violations 

      ______ Youth Behavior Management (if applicable to position) 

      ______ Staff Performance 

      ______ Electronics and Social Media Representation 


      Volunteer Signature: ________________________________________ 

      Date: _______________________