POLICIES AND
PROCEDURES MANUAL
Las Cruces Academy
Dear Volunteer or Staff Member:
Welcome to our school, the Las Cruces Academy
At our school, we take our responsibility to care for children very seriously. These guidelines are intended to facilitate a safe and nurturing environment.
The pages of this handbook provide a general overview of procedures and
guidelines for our school volunteers and staff members. Our policies are intended to create a safe environment for children, protecting children, you, and the mission of our school. The following procedures have been adopted and will be strictly enforced.
After you have carefully read this policy manual, please sign and return the agreement form located on the last page.
Sincerely,
The Head of School and Deputy Head of School, the Las Cruces Academy
Dr. Lou Ellen Kay and Ms. Elizabeth Brasher
Las Cruces Academy
Abuse Prevention Policies & Procedures
— a section of the comprehensive policies
Contents:
- Overview of Safety System 4
- Child Safety Policy 6
- Reporting Suspicious or Inappropriate Behaviors 6
- Reporting Abuse or Suspicions of Abuse 7
- Response to Report of Abuse 7
- Bathroom Supervision and Assistance 8
- Medication 9
- Gift Giving 9
- Intoxicants 9
- Tobacco 9
- Nudity 9
- One-to-One Interactions with Children 10
- Transportation 10
- Parental Contact and Involvement 11
- Volunteer Parents 11
- Physical Contact 11
- Release of Children 12
- Sexually Oriented Conversations 12
- Sexually Oriented Materials 12
- Internet/Electronic Media 12
- Verbal Interactions 12
Overview of the Safety System
Because we care for children and desire to protect them, My Program requires all volunteers and staff members to complete 4 SAFETY STEPS before employment or volunteer work begins.
STEP ONE: Sexual Abuse and Maltreatment Prevention Training
Our policies and procedures require that volunteers and staff members avoid abusive behavior of any kind. Volunteers and staff members are required to report any policy violations to a supervisor or a member of the staff.
Volunteers and staff members should have a basic understanding of the characteristics of sexual abusers and their behaviors in ‘grooming’ a child for sexual abuse. Grooming is the process used by an abuser to select a child, win the child’s trust (and the trust of the child’s parent or ‘gatekeeper’), manipulate the child into sexual activity and keep the child from disclosing the abuse.
To equip our volunteers and staff members with information necessary to protect a child from sexual abuse or maltreatment, our policy requires all staff members and volunteers other than occasional to complete the Sexual Abuse Awareness Training provided live or online through Abuse Prevention Systems (www.AbusePreventionSystems.com) or Scouting (https://training.scouting.org/learning-plans/1179).
Sexual Abuse Awareness Training is required for all scheduled volunteers and staff members and must be renewed every 2 years.
We track trainees and identify renewal dates.
STEP TWO: Screening Process
Scheduled volunteers and staff members are required to complete the Screening Process, which requires them to:
-be under our standard employment contract (staff) or our standard parent-student contract (volunteers)
-complete the Safety Application
-complete a face-to-face interview
-provide 2 references to be checked.
STEP THREE: Policies & Procedures
Volunteers and staff members are required to review the policies contained in this manual and sign the last page indicating he or she has read and understood the material and agrees to comply with policy requirements.
STEP FOUR: Criminal Background Check
Our policy requires that all volunteers and staff members undergo a criminal background check. Depending upon position, differing levels or intensity of background check may be required. Typically, we use ClearCheck.com.
Our staff and/or administrators should closely follow the background check requirements identified the appropriate licensing body.
The description of our Safety System is intended to clearly communicate to an inappropriate applicant the barriers to access to children in our care. In addition, the segment describes measures in place to equip other volunteers or staff members to recognize abuser characteristics and behaviors, as well as reporting requirements. This segment provides an’opt-out opportunity’ for would-be abusers.
Child Safety Policy
ABUSE TOLERANCE
Our school has a zero tolerance for abuse in our programs and activities. It is the responsibility of every volunteer and staff member at our school to act in the best interest of each child in every program.
In the event that volunteers or staff members observe any inappropriate behaviors (i.e. policy violations, neglectful supervision, poor role-modeling, etc.) or suspected abuse (physical, emotional, or sexual) it is their responsibility to immediately report the observations to an immediate supervisor or the Head of School or Deputy Head of School.
REPORTING SUSPICIOUS OR INAPPROPRIATE BEHAVIORS
Our school is committed to providing a safe, secure environment for children. To this end, any report of inappropriate behaviors or suspicions of abuse will be taken seriously and will be reported, in accordance with this policy and state law, to the Head of School or Deputy Head of School and the Police Department, Child Protective Services, or other appropriate agency.
An element of the safe environment referenced above includes the fostering of a culture of reporting relevant information to a supervisor or the Head of School or Deputy Head of School.
Because sexual abusers ‘groom’ children for abuse, it is possible a staff member or volunteer may witness behavior intended to ‘groom’ a child for sexual abuse. Staff members and volunteers are asked to report ‘grooming’ behavior, any policy violations, or any suspicious behaviors to a supervisor or the Head of School or Deputy Head of School.
ENFORCEMENT OF POLICIES
Our staff members and volunteers who supervise other staff members or volunteers are charged with the diligent enforcement of all of our policies. Violations of these policies are grounds for immediate dismissal, disciplinary action, or reassignment from positions for both volunteers and staff members. Final decisions related to policy violations will be the responsibility of the Head of School or Deputy Head of School.
Reporting Abuse or Suspicions of Abuse
REPORTING VIOLATION OF POLICY
In order to maintain a safe environment for our children, our staff members and volunteers must be aware of their individual responsibility to report any questionable circumstance, observation, act, omission, or situation that is a violation of these policies. All questions or concerns related to abuse of a child should be directed to an immediate supervisor, or the Head of School or Deputy Head of School.
CONSEQUENCES OF PROHIBITED OR HARMFUL ACT
Any person accused of committing a prohibited act or any act considered to be harmful to a child will be immediately suspended from all child interaction and our activities. This suspension will continue during any investigation by law enforcement or child protective agency.
Any person found to have committed a prohibited act should be prohibited from future participation as a staff member or volunteer in all activities and programming that involves children or vulnerable populations at our school. If the person is a staff member or employee, such conduct may also result in termination of employment from our school.
Failure to report a prohibited act to the designated person is a violation of this policy and grounds for termination of employment of a staff member or employee. Volunteers who fail to report a prohibited act may be restricted from participation in any activities involving children or vulnerable populations at our school.
REPORTING SUSPICIONS OF ABUSE TO LAW ENFORCEMENT AGENCIES
OUR POLICY IS TO REPORT ALL SUSPICIONS OR ALLEGATIONS OF ABUSE, REGARDLESS OF STATE LAW REQUIREMENTS. (BEST PRACTICE)
WHEN IN DOUBT, REPORT!
RESPONSE TO REPORT OF ABUSE
The Head of School or Deputy Head of School will take appropriate action on behalf of the school when a report of abuse occurs.
WHEN A CHILD HAS BEEN VICTIMIZED
If a staff member or volunteer has knowledge or a suspicion that a child is a victim of sexual abuse or other maltreatment, the information will be reported to supervisory staff and the appropriate authorities as outlined above.
In addition to notifying the appropriate authorities (if required), our administration will provide the child or the child’s parent/caregiver/guardian with information to allow the child (or parent, on the child’s behalf) to obtain assistance and intervention, as well as available counseling options.
Finding and reporting teacher-student abuse is incumbent on the other teachers (including staff). The student himself or herself or other students may report suspected abuse. There are several avenues for reporting. Any of the parties suspecting abuse may report an incident or pattern to the Head of School or Deputy Head of School, or to other teachers who are then required to present the report to the Head of School or Deputy Head of School. If the incident is construed as involving either of these two parties, then the other party must take charge of the reporting and consequent actions.
On a first allegation of suspected abuse the Head of School or Deputy Head of School (hereafter just ‘Head”) will meet with the person alleging the suspected abuse and, as appropriate, the alleged person abused. Most allegations are likely to be resolved at this time, but the Head informs the parties (reporter and suspected victim of abuse) that they can request further action.
The Head of School or Deputy Head of School must document the reporting, with dates, identification of suspected abuser and abused. The documents must be kept confidential unless release is mandated by legal authorities. Until remediation or dismissal of action against a suspected abuser is complete, all parties are enjoined to keep discussions with outside parties limited to need-to-know status. This avoids damage that can be extreme to the student, teacher, and the reputation of the Las Cruces Academy.
BATHROOM SUPERVISION AND ASSISTANCE GUIDELINES
School-age children
School age children may be accompanied to the restroom for supervision and assistance when needed. (However, children should receive the minimum amount of assistance needed based upon their individual capabilities.) Our bathrooms are all open to hallway views.
If a staff member or volunteer must go into the restroom to check on an individual child, he or she should seek out another worker to accompany him/her. If another worker is not available to accompany, he/she should go to the exterior bathroom door, knock, and ask if the child needs assistance. If the child requires assistance, the worker should leave the exterior bathroom door open when entering the bathroom area and try to verbally assist the
child in completing their activities, while the child remains behind the door of the bathroom stall.
Any assistance with the straightening or fastening of garments should be done in the presence of another staff member or volunteer.
Special needs
Parents will offer instruction to staff members or volunteers to change the diapers of special needs individuals.
Programs dealing with special needs or handicapped children should create specific bathroom and diapering policies tailored to the age and abilities of children served. Diaper changing of special needs children over age four should be supervised by a program director.
MEDICATION
Medication may be given to a child by a staff member or volunteer with a doctor’s prescription. The medication must be in the original packaging, including over the counter medication. The only exceptions to this policy are diaper ointment/medication and insect bite cream, after a parent information sheet is signed by a parent or guardian.
GIFT GIVING
Staff members and volunteers are prohibited from providing special gifts to any individual child. Special occasions or special accomplishments should receive group acknowledgement and can easily be rewarded with group recognition (i.e., mention during announcements; have the entire group sing Happy Birthday, etc.) Any requests for variance from this policy must be addressed to the Head of School or Deputy Head of School.
INTOXICANTS
Staff members and volunteers are prohibited from the use, possession, or being under the influence of alcohol or any illegal drugs while in the facility, during a school activity, or while working with children at our school (see the corresponding section or sections of the Las Cruces Academy policy handbook, available online). Staff members and volunteers are prohibited from providing alcohol or illegal drugs to children.
TOBACCO
Our school is a tobacco-free facility. Our school requires staff members and volunteers to refrain from the use or possession of tobacco products in the facility, and while in the presence of children or their parents. Our school staff members and volunteers are prohibited from providing tobacco products to children.
NUDITY
Staff members and volunteers at our school should never be nude in the presence of children in their care.
ONE-TO-ONE INTERACTIONS WITH CHILDREN
Our school recognizes that meeting program objectives may occasionally require that staff members and volunteers interact with children on an individual basis. Workers should observe the following guidelines when interacting with children:
Individual Meetings
Staff members and volunteers should conduct one-to-one meetings with an individual child at a time when others are present and where interactions can be easily observed. There will be no one-to-one meetings between a staff member or a volunteer and a child behind closed doors. If a circumstance arises where a private one-to-one meeting does occur, the staff member or volunteers will notify the Head of School or Deputy Head of School immediately before or after the meeting.
Transportation
Staff members and volunteers may from time to time be in a position to provide transportation for children. The following guidelines should be strictly observed when workers are involved in the transportation of children:
- Children should never be transported without parental permission.
- No unauthorized stops should be made.
- Staff members and volunteers should avoid physical contact with children while in vehicles.
- No cell phones may be used by the driver while providing transportation for children.
- No drivers under age 25 may provide transportation for children. We require that all drivers, even those driving their own children, must provide us with a recent state driving record.
- Children should not use a vehicle belonging to a staff member or volunteer.
PARENTAL CONTACT
Parents who leave their children in the care of our school staff members and volunteers for services and activities will be contacted if their child becomes ill, injured, or has a severe disciplinary problem while participating in our school activities.
PARENTAL INVOLVEMENT
Parents are encouraged to be a part of any and all services and programs in which children are involved at our school (see the school policy handbook). A parent accompanied by a child to any our school program or activity is responsible for their child’s safety.
VOLUNTEERS PARENTS
A parent who desires to participate in such a way as to have ongoing contact with children in the school other than his/her own will be considered a volunteer parent. All volunteer parents will be required to complete our school’s Volunteer Parent Application.
PHYSICAL CONTACT
Our school is committed to protecting the children in our care. We have implemented a physical contact policy that will promote a positive, nurturing environment while protecting children. Physical contact in any form should not give even the appearance of wrongdoing. The personal behavior of our school staff members or volunteers must foster trust at all times – personal conduct must be above reproach. The following guidelines are to be carefully followed by anyone working in our school programs:
1. Hugging, pats on the back and other forms of appropriate physical affection between staff members or volunteers and children are important for a child’s development, and are generally suitable in the Our school setting.
2. Physical affection should be appropriate to the child’s age. Inappropriate touching and inappropriate displays of affection are forbidden. Any inappropriate touching and inappropriate displays of affection should be immediately reported to the Head of School or Deputy Head of School.
3. Physical contact and affection should only be given when in the presence of other children or our school staff and volunteers. It is much less likely that touches will be inappropriate or misinterpreted as such when more than two individuals are present and the touch is open to observation.
4. Do not force any physical contact, touch or affection upon a reluctant child. A child’s preference not to be touched must be respected.
RELEASE OF CHILDREN
At the end of the program day or activity, our school volunteers and/or staff members are responsible for releasing children in their care only to parents, legal guardians, or other persons designated in writing by parents or legal guardians.
In the event that a staff member or volunteer is uncertain of the propriety of releasing a child, he/she should immediately locate or contact the Head of School or Deputy Head of School or his/her designee before releasing the child.
SEXUALLY ORIENTED CONVERSATIONS
Staff members and volunteers are prohibited from engaging in any sexually oriented conversations with children. Staff members and volunteers are not permitted to discuss any inappropriate or explicit information about their own personal relationships, dating, or sexual activities with any child in the program. This provision includes the use of cellular phones, text messages, e-mail, instant messaging and online chat rooms.
POSSESSION OF SEXUALLY ORIENTED MATERIALS
Our school staff members and volunteers are prohibited from possessing any sexually oriented materials (magazines, cards, videos, films, etc.) on school property or in the presence of children. If any such materials are purportedly necessary for classroom instruction, they must be approved in advance by the Head of School or Deputy Head of School.
INTERNET/ELECTRONIC MEDIA
No computer at or related to our school is to be used by staff members, volunteers, children or volunteers to engage in computer chat room discussions or visit pornographic or sexually inappropriate websites. Violation of this policy will lead to discipline from the Head of School or Deputy Head of School. Any questions about inappropriate use of computers or the suitability of a particular website should be discussed with the Head of School or Deputy Head of School.
VERBAL INTERACTIONS
Our school staff members and volunteers should strive to keep verbal interactions encouraging, constructive, and mindful of their mission to provide nurturing care to children. Staff members and volunteers are expected to refrain from swearing in the presence of children.
Policies and Procedures
Statement of Acknowledgment and Agreement
I have received and read a copy of our school’s Safety Policies and Procedures
Manual and understand the importance of the matters set forth within the manual. I agree to follow and abide by these guidelines during my service at our school.
Further, I understand that the manual may be modified at any time, and that any guideline may be amended, revised, or eliminated at any time by our school.
[For Volunteers]
I acknowledge that I have reviewed and agree to fulfill the duties listed in my position description. While, ideally, I will serve in this position for the full term specified in the position description, I understand that I am serving as a volunteer and that I may choose to end this service at any time.
I further acknowledge and understand that the materials and guidelines contained in this policy statement in no way express or imply a contractual employment relationship between our school and me. If I am applying as a volunteer, I acknowledge and agree that I will receive no compensation for the hours I work.
Finally, I understand that it is my responsibility to review new guidelines that are created and distributed, as well as manual guidelines that are changed or deleted.
I hereby acknowledge receipt of this manual of policies and procedures.
______________________________________
Staff Member or Volunteer’s name (please print)
______________________________________
Staff Member or Volunteer’s signature
Date: ________________
[This page to remain attached to the Our school Safety Policies]
Policies and Procedures
Statement of Acknowledgment and Agreement
I have received and read a copy of our school’s Safety Policies and Procedures
Manual and understand the importance of the matters set forth within the manual. I agree to follow and abide by these guidelines during my service at our school.
Further, I understand that the manual may be modified at any time, and that any guideline may be amended, revised, or eliminated at any time by our school.
[For Volunteers]
I acknowledge that I have reviewed and agree to fulfill the duties listed in my position description. While, ideally, I will serve in this position for the full term specified in the position description, I understand that I am serving as a volunteer and that I may choose to end this service at any time.
I further acknowledge and understand that the materials and guidelines contained in this policy statement in no way express or imply a contractual employment relationship between our school and me. If I am applying as a volunteer, I acknowledge and agree that I will receive no compensation for the hours I work.
Finally, I understand that it is my responsibility to review new guidelines that are created and distributed, as well as manual guidelines that are changed or deleted.
I hereby acknowledge receipt of this manual of policies and procedures.
______________________________________
Staff Member or Volunteer’s name (please print)
______________________________________
Staff Member or Volunteer’s signature
Date: ________________
[This page to remain attached to the Our school Safety Policies]
Policies and Procedures
Statement of Acknowledgment and Agreement
I have received and read a copy of our school’s Safety Policies and Procedures
Manual and understand the importance of the matters set forth within the manual. I agree to follow and abide by these guidelines during my service at our school.
Further, I understand that the manual may be modified at any time, and that any guideline may be amended, revised, or eliminated at any time by our school.
[For Volunteers]
I acknowledge that I have reviewed and agree to fulfill the duties listed in my position description. While, ideally, I will serve in this position for the full term specified in the position description, I understand that I am serving as a volunteer and that I may choose to end this service at any time.
I further acknowledge and understand that the materials and guidelines contained in this policy statement in no way express or imply a contractual employment relationship between our school and me. If I am applying as a volunteer, I acknowledge and agree that I will receive no compensation for the hours I work.
Finally, I understand that it is my responsibility to review new guidelines that are created and distributed, as well as manual guidelines that are changed or deleted.
I hereby acknowledge receipt of this manual of policies and procedures.
______________________________________
Staff Member or Volunteer’s name (please print)
______________________________________
Staff Member or Volunteer’s signature
Date: ________________
[This page to be signed, detached and delivered to the Head of School or Deputy Head of School]