DELTA SIGMA THETA YOUTH INITIATIVE SIGN IN/SIGN OUT POLICY
It is the policy of the Petersburg Alumnae Chapter, Delta Sigma Theta Sorority, Incorporated that all participants (youths, members, and other volunteers) and visitors must sign-in and out of its Delta GEMS
Youth Initiative Program (“Program”). The required sign in/sign out procedures follow:
1. The chapter shall maintain and use a daily sign in log that reflects the following: name of the youth initiative; the date; the time in and the time out; and the names of the participants, with a column for the participant and visitors to check her/their status (as member, youth, volunteer, or visitor). The form should distinguish whether a member is assisting with the Program or is a visitor/observer.
2. Only authorized persons (those identified in writing) will be allowed to pick up a participant from the Program.
Volunteers shall refuse to release a participant to any person, whether related or unrelated to the youth, who has not been authorized, in writing, by the parent or guardian to receive the youth.
3. One of the following procedures shall be observed during departure and return:
a. Parents or an authorized representative will sign out youth.
b. Older youth who have written parental permission will be allowed to leave the program on their own.
Members will establish a system where the youth check themselves out with an approved volunteer; the approved volunteer will ensure that the youth signed out and initial the attendance sheet.
c. When chapters provide transportation to off-site sponsored events, members will develop and implement a system to ensure that all youth participating for the day board the correct bus or other vehicle at the time of departure to and return from a scheduled activity.
Chapters should clearly communicate to parents or guardians that, if a parent or guardian wishes to arrange alternative transportation for their child to attend an off-site activity, the youth may join the group at the event or activity, but the Petersburg Alumnae Chapter assumes no responsibility or liability for the youth participant for any non-chapter-sponsored activity or transportation.
GUIDELINES FOR DISCIPLINING YOUTH PARTICIPANTS
Discipline is a necessary component of any successful program. Indeed, discipline is necessary for success in life. Thus, it is important to establish clear and consistent boundaries for youth participants and to discipline them when they do not conform to the boundaries. When volunteer leaders impose a consequence, they “must” follow through, and the consequence must fit the offense. In order to gain respect from youth participants, volunteers must also respect the youth. Communications should be made in a positive manner.
The Code of Conduct for Youth Participants and the sanctions for violating the Code are set. Following are more specific guidelines to employ in disciplining youth participants.
- If discipline is being imposed, youth participants should be given the opportunity to tell their side of the story.
- Volunteers should attempt to separate the problem from the youth personally. The youth is not the problem, the problem is the problem.
- Stay solution focused and involve the youth participants in the solution process, paying careful attention to their thoughts and feelings. This approach will help the youth participants feel that they are part of the solution not the problem, which helps them feel competent and builds self-esteem.
- When statements or an assessment must be made that could be viewed as critical, begin the process by first noting at least two positive things about the youth; explain that discipline is necessary for growth and that if no one ever explains how the youth needs to improve, she/ he cannot improve.
- Volunteers should not use offensive language and cursing/swearing when addressing youth; doing so teaches them that bad language is appropriate when difficult situations arise.
- If volunteers feel themselves getting too upset and unable to control their temper, they should step back from the situation, thus demonstrating to youth participants how to deal with high emotions and defuse a situation.
- When youth participants perform well (including consistently performing as expected), acknowledge their performance and compliment them.
- If at all possible, discipline youth participants in private and try to avoid embarrassing the participants in front of their peers and other volunteers.
- Rewards and punishments must be appropriate and designed to encourage positive behavior.
- Be proactive rather than reactive. For example, youths are naturally talkative and full of energy; thus, keep them actively involved throughout particular sessions or events, with a variety of activities and opportunities for them to interact, to express themselves, and to release their energy. This approach is may help avoid situations that could lead to the need to discipline a youth.
- When discipline is needed, always discipline in a manner to rehabilitate and to guide the youth toward positive growth, rather than simply to punish. There are times when a firm hand is needed, and there are times when grace is needed. Volunteers should explain their understanding of the problem, ask the youth for her/his understanding of the problem, and encourage the youth to help develop a solution.
- Together with youth participants, as a group decide what is and is not objectionable behavior and set specific limits accordingly. Boundaries should empower rather than simply inhibit. Once the limits are set, make sure the youth participants understand and agree to the limits. Always know why a particular boundary exists and be able to explain the rationale for it.
- When disciplining youth participants, allow as much flexibility as possible within established limits; there are times, however, when “No” must be enforced strictly. Regularly bending established limits and creating exceptions diminish the effectiveness of the limits.
- Structure discussions and activities so that youth participants feel empowered to express themselves freely without the fear of being judged harshly or unfairly. When the truth is clear and the choices are presented to them in a non- judgmental way, most youths will correct themselves. When threatened, however, youths are more likely to be defensive, rebellious or even confrontational.
- Use group building exercises as a means of allowing youth participants to be talkative and excited within an orderly context.
- Allow youth participants to help plan and implement activities. The more ownership they have in an event, the less disciplinary problems there will likely be. Involvement and responsibility create commitment.
- During discussions, if necessary use small groups so that all participants feel included. Be conscious of transitions between activities; when there is a lag, problems tend to occur.
Always use good judgment and common sense. No policy or rule can address every conceivable issue that might arise.
CODE OF CONDUCT FOR YOUTH PARTICIPATING IN YOUTH INITIATIVES PROGRAM
1. Respect all participants (other youths and adult volunteers) by not using foul, hurtful or obscene language or engaging in physical violence, bullying (including cyber-bullying)1 or other aggressive behaviors that threaten the safety of others.
2. Respect the property rights of other. This means do not damage or deface the building or property within the building where chapter activities are held; do not damage or take the personal property of any other participant or volunteer; and do not use Delta’s name or any symbol or logo (Delta’s intellectual property) on any clothing, books, bags, or other items.
3. Return supplies to their proper place after using them.
4. Clean up all work areas properly.
5. Listen carefully to directions and when someone else is talking.
6. Respect designated quiet areas, such as homework/reading area.
7. Stay within the program’s designated areas within the building.
8. Cooperate and participate in organized activities.
9. Assume full responsibility for all personal belongings. Please leave valuables at home.
10. Do not bring any weapons, cigarettes/drugs, alcohol, or anything illegal to any activity at any time.
Sanctions for Violating Code of Conduct
Bad Language/Abusive Teasing and Related Acts:
1st Time: Verbal warning, parent or guardian notified from this point forward
2nd Time: Loss of privileges
3rd Time: 1-day suspension from program
4th Time: 1-week suspension from program
Next occurrence youth is removed from the program.
Physical Violence and Other Misconduct:
1st Time: Removal from situation, loss of privileges, guardian notified from this point forward
2nd Time: 1-day suspension from program
3rd Time: 1-week suspension from program
Next occurrence youth is removed from the program.
Illegal Substances or Dangerous Weapons
1st Time: Youth is removed from the program. If a youth is in possession of an illegal substance or dangerous
weapon, the police will be notified as well.
With my parent or other adult, I have read the Code of Conduct and sanctions for violating the Code. I understand the
Code and the sanctions. I will follow the Code of Conduct.
My signature verifies that I have read and understand the Code of Conduct and sanctions for violating the Code of Conduct. I understand that my child’s compliance with the Code of Conduct is a condition of her/his participation in the Delta GEMS program. I agree that the sanctions for violating the Code of Conduct are reasonable and will help my child comply.
Internet Use Policy
1. Purpose
This policy relates to the use of computers or Internet access through, during, or as part of any Delta Sigma Theta Sorority, Inc. (“Delta”) Youth Initiative Program (“Program”) or sponsored event. The purpose of the policy is to protect the participating youth from gaining access to undesirable materials on the Internet; from making undesirable contacts over the Internet; and to prevent unacceptable use of the Internet by youth participants, including, but not limited to, using the Internet for cyber-bullying. The focus of the policy is on both personal and shared responsibility.
2. Definitions and Illustrative Examples
A. Examples of Prohibited Materials
Pornographic images or obscene images or text on Internet web sites;
Material that contains abusive, profane, inflammatory, coercive, defamatory, blasphemous or otherwise offensive language on web sites or in e-mail messages; and
Racist, exploitative or illegal material or messages on web sites or in e-mail.
B. Examples of Prohibited Contacts
Responding to e-mail messages or solicitations (through advertisements or web postings) from unknown or unverified parties who seek to establish a youth’s identity and/or to communicate with the youth for any purpose;
Initiating contact with unknown or unverified parties or parties seeking contact youth for any purposes.
C. Examples of Prohibited Use
Deliberately searching for and accessing prohibited materials;
Creating and transmitting e-mail messages that contain unacceptable
language or content such as that listed above in 2A, bullet 2; and
Creating and publishing Internet materials that contain unacceptable language and content.
D. Examples of Cyber-bullying
Cyber-bullying includes, but is not limited to, the following misuses of technology: harassing, teasing, intimidating, threatening, or terrorizing another individual by way of any technological tool, such as sending or posting inappropriate or derogatory email messages, instant messages, text messages, digital pictures or images, or website postings which has the effect of:
Physically, emotionally or mentally harming an individual;
Placing an individual in reasonable fear of physical, emotional or mental harm;
Placing an individual in reasonable fear of damage to or loss of personal property; or
Creating an intimidating or hostile environment that substantially interferes with an individual’s educational opportunities.
3. Unintentional Exposure of Youth to Prohibited Materials on the Internet
It is the Delta’s policy that Chapters must undertake every reasonable step to prevent exposure of youth participants to undesirable materials on the Internet. It is recognized that this can happen not only through the youth deliberately searching for such materials, but also unintentionally when a justifiable Internet search yields unexpected results.
To prevent such occurrences chapter shall adopt the following practices:
- Chapters should use an Internet Provider or software that blocks access by:
- Filtering sites by a grading process, and
- Filtering sites by language content and prohibit sites with unacceptable vocabulary
- Chapters must strictly supervise Internet usage:
- Adults must strictly supervise youth participant’s Internet activity, and there should be no searching of the Internet without a supervisor checking periodically during use and reviewing the sites accessed after a youth logs off;
- Install appropriate language filtering software (e.g., Net Nanny)
4. Intentional Access of Prohibited Materials by Youth
Chapter shall explain clearly and firmly to the youth that they are prohibited from intentionally accessing prohibited material on the Internet. The youth also must be informed that if she/he violates this policy, she/he will be disciplined and her/his parents or guardian will be notified. Chapters must follow through with disciplining the youth and notifying the parents or guardian.
5. Deliberate Access to Prohibited Materials by Adults
Adults are prohibited from deliberately accessing prohibited materials. Any adult who violates this policy will be terminated as a volunteer.
6. Receipt and transmission of e-mails by youth
It is recognized that, even with training and supervision, youth may receive or transmit email messages that contain unacceptable (or even prohibited) language or content. It is also recognized that some people may try to use e-mail to identify and contact children for unacceptable reasons.
To avoid these problems, chapters should adopt the following practices:
A. Use an Internet e-mail service that guarantees the bona-fide nature of e-mail communicants and that vets youth’s e-mail for undesirable content.
B. Depending on the circumstances and the age or maturity of the youth, allow youth to read e-mail messages only when an adult is present or when the messages have been previewed by an adult.
C. Take steps to verify the identity of anyone seeking to establish regular e-mail communications with youths.
D. Allow youth to send e-mail messages only when the contents have been approved by an adult. If staff or volunteers believe that youth have been targeted with e-mail messages by parties with criminal or inappropriate intent, immediately take the following steps: retain the messages; record the incident; inform the youth’s parents; and report the incident to law enforcement or other local or state authorities.
7. Publishing Materials on the Internet
No materials, whether created by volunteers or youth participants, that contain any prohibited images, language, or content shall be published on the Internet. Infringement of this rule shall result in disciplinary action.
No materials shall be published on the Internet that reveals the identity of any youth.
8. Use of the Delta’s Internet by Visitors and Guests
No visitor or guest shall be allowed to use any Delta computer.
9. Intellectual Property Rights
A. Delta’s Intellectual Property. No individual member owns any of Delta’s intellectual property (which
includes any Delta logo, word(s), or phrase(s) commonly associated with, and understood to refer to, Delta, and the “look” of any Mark used to distinguish merchandise and service as being associated with or related to Delta. Thus, no member is authorized to use such property for any inappropriate or any commercial purpose (i.e., to make money from using the property or to promote other causes), or to authorize any third party to use Delta’s intellectual property for any purpose. See Delta’s Code of Conduct; Social Media Guidelines, and Primer on the Use of the Intellectual Property of Delta Sigma Theta Sorority, Inc.
B. Third Partiers” Intellectual Property Rights. All materials on the Internet are copyrighted and/or trademarked unless copyright has been expressly waived. Delta respects the intellectual property rights (copyright, trademarks, service marks, and related rights) of third party owners Internet materials, and Delta assumes no liability for violations of any intellectual property rights by volunteers or youth participants.
10. Parental Approval of Publication of Photographs or Other Materials
Chapters may publish photographs of youth participants on the Internet, so long as the parent or guardian has granted authorization. Depending on the nature and content, other materials may be published so long as the parent or guardian has given written consent.
CONFIDENTIALITY POLICY
It is the policy of Petersburg Alumnae Chapter of Delta Sigma Theta Sorority, Incorporated (“Delta”) to protect the confidentiality of its youth participants and their families. Except as provided below, Petersburg Alumnae Chapter will only share information about participants and their families with other Delta chapter members and Delta employees assigned to assist with youth initiative programs, on a “need to know basis.”
To carry out the mission of its Delta GEMS program and to better serve the needs of the youth participants, the Petersburg Alumnae Chapter must collect certain personal information about youth participants and their families, including, but not limited to, the following “Confidential Information”:
Name, address, and age of participant
School participant attends
Names and addresses of parents or guardians.
Medications and physical conditions/limitations
Any distinguishing marks or characteristics (such as disfigurement physical limitations)
Limits of Confidentiality: Confidential information may be shared with individuals or organizations as specified below under the following conditions, and provided that the party to who seeks any disclosure agrees in writing to maintain the confidentiality of the disclosed information as specified in this Confidentiality Policy:
• Delta Officers and Members of the Board have access to any participant’s files only upon directive by the National President. Any directive shall identify the person(s) authorized to review such records; the specific purpose for such review; and the period of time during which access shall be granted. Such Officers or Members of the Board granted access shall be required to comply with this Confidentiality Policy and may use the information only for purposes specified in the National President’s directive.
• Information may only be provided to law enforcement officials or the courts pursuant to a valid and enforceable subpoena or court order.
• Information may be provided to Delta’s legal counsel in the event of litigation or potential litigation involving
Delta and/or the Program participants or any aspect of the Program.
• Members of Petersburg Alumnae Chapter and volunteers who observe or suspect child abuse are “mandatory reporters” and, as such, must disclose suspected abuse to the proper authorities, and in making such reports, may disclose “Confidential Information.”
Safekeeping of Confidential Records: The President of Petersburg Alumnae Chapter or her designee shall be the custodian of confidential records. It is her responsibility to supervise the management of Confidential Information in order to ensure safekeeping, accuracy, accountability, and compliance with this Confidentiality Policy.
Requests for Confidential Information by Other Agencies: Any request from other organizations or persons for Confidential Information shall be honored only if the request is accompanied by written authorization from the parents or guardians of the youth participant expressly permitting the release of the requested information.
Violations of Confidentiality: Known violations of this Confidentiality Policy (by volunteers or youth participants) shall be reported to the chapter president or her designee. A violation of this Confidentiality Policy shall result in disciplinary action up to and including suspension or termination from the Program, as appropriate.
No Liability. There shall be no liability to Delta, the Petersburg Alumnae Chapter, or any volunteer or youth participant for disclosing information that is required to be disclosed by a court, an administrative body of competent jurisdiction.