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Sample Required Policies

All Programs are required to develop policies related to the areas below. While the specific details of a Program's actual policies will vary, the following are provided to parents and program directors as a example of policies that comply with University expectations. 

Check Out Policy

  • Participant pick up will occur at (location) between (start time-end time).
  • Parking will be available during this time time period at ().
  • Program Staff will only release participants to adults who are listed on the participant's Approved Adult List and PUPD.
  • Adults who are not personally known to program staff must present photo ID. 
  • In the event an adult who is not on the participant's Approved Adult List tries to collect the participant, Program staff will call PUPD who will release the participant to his or her legal guardian. 

Incident Reporting

Program will keep a written or electronic record of every accident, injury, near-miss, safety incident or disciplinary incident.  Record will contain at a minimum:

  • Date and time of incident
  • Name of the participant or staff involved
  • A brief description of the incident
  • If the incident required medical intervention, record will reflect the degree thereof. 

Parents will be notified of any accidents, injuries, or safety incidents involving their child that necessitate care beyond basic first aid. Parents will be notified of all disciplinary actions involving their child and any incident which results in psychological harm to the child.

Program Director will notify the University's Youth Protection Compliance Specialist of suspected policy violations, accidents resulting in injury or property damage, safety incidents, and conduct issues that put the Participant at risk for dismissal from the Program.

Emergency Response Plan

In the event of an emergency, the Program will execute the Purdue Emergency Response Plan based on the building and type of emergency. The Program Director will notify PUPD and the Youth Protection Compliance Specialist. 

For emergencies which require participants to evacuate the building, our designated meeting place will be (insert location).

Missing child emergency: If participants are ever lost, our meeting place will be (insert location). Program Staff will immediately contact PUPD, the Youth Protection Compliance Specialist, and the Program Director. The Program Director will notify the child's parents. 

One-On-One Interactions

Program Staff are not to be alone with a single child. In situations where programs receive written approval from VPEC for one-on-one interactions, Program Staff will observe the following policies to manage the risk of abuse or false allegations of abuse:

  • When meeting one-on-one with a youth, always do so in a public place where you are in
    full view of others.
  • Avoid physical affection that can be misinterpreted. Limit affection to pats on the
    shoulder, high-fives, and handshakes.
  • If meeting in a room or office, leave the door open or move to an area that can be easily
    observed by others passing by.
  • Document and immediately report any unusual incidents, including disclosures of abuse
    or maltreatment, behavior problems and how they were handled, injuries, or any
    interactions that might be misinterpreted.
  • Tutoring and coaching sessions with our organization’s youth may not occur outside of
    the organization.

Restroom supervision:  Program Staff will make sure the restroom is not occupied by suspicious or
unknown individuals before allowing children to use the facilities. Program Staff will monitor the
restroom area while it is being occupied by children, but will not enter the restroom with the child. This policy allows privacy for the children and protection for the staff (not being alone with a child). If staff is assisting younger children, doors to the facility must remain open. The “rule of three” will be followed (i.e. two children and one staff; two staff and one child; or a staff, child, and volunteer) at all times.

Electronic Communication: Electronic one-on-one interactions are also prohibited. Program staff will include the Program Director or the Participant's parent on any electronic communication. Program staff will not communicate with Participant via social media. 

Prohibited Items

The presence and use of dangerous weapons, tobacco products, vapor products, alcohol, and illegal drugs are expressly forbidden in accordance with University policy.  Any Program Staff or Participant suspected to be in possession or under the influence of these prohibited items will be asked to leave.