Policy for Sharing Profile Information

• In matching a child with a volunteer, the agency will share certain relevant information about the child with the prospective Big Brother or Big Sister. The full name of the child, however, shall remain confidential until after the parent has been introduced to the volunteer. A similar profile of the volunteer will also be shared with the parent or guardian. Any party has the right to refuse to enter into the match based on information communicated.

Authorization Statement

• I hereby authorize Big Brothers Big Sisters of Palm Beach and Martin Counties to secure information it deems necessary from the following sources: medical records, employers, educational institutions, the military, criminal background records, and any other pertinent sources to evaluate my child’s potential as a program participant of Big Brothers Big Sisters.

A.  In order for Big Brothers Big Sisters of Palm Beach and Martin Counties to provide a responsible and professional service, volunteers, children and parents or guardians will be asked to divulge personal information about themselves. The agency respects the confidentiality of client and volunteer records and with the exception of the situations listed below, shares information only among the agency professional staff.

1.    For the purpose of program evaluation, audit, or accreditation, certain outside bodies such as Big Brothers Big Sisters of America and grantors, i.e. Children’s Service Council of Martin County, may have access to client or volunteer records.

2.   Members of the Board of Directors may have limited and specific access to client files only upon authorization by formal motion of the Board of Directors.

3.   Information shall only be provided to law enforcement officials or the courts if subpoenaed.

4.   Information shall be provided to the agency’s legal counsel in the event of litigation involving the agency.

5.   Suspected child abuse will be reported to the appropriate authorities.

6.   If any agency worker receives information indicating that a client or volunteer may be dangerous to himself or others, steps may be taken to protect the appropriate parties.

B.   All records are considered the property of the agency.

C.   Records are not available for review by clients or volunteers.

Child Safety and Youth Protection Policies

·        Prohibited Activities

• Overnight Visits
• Driving a vehicle while operating a cell phone or any other handheld electronic device
• Use of Alcohol and Illicit Drugs prior to driving a child
• Non Disclosure of Firearms at enrollment and throughout the life of the match (see Policies/Procedure[i])
• Non Disclosure of Suspected Child Abuse/Neglect (see Reporting Policy/Procedure[ii] )

• Transportation
• Safety Belts
• Florida law requires the use of seat belts or child restraint devices by drivers of motor vehicles, all front seat passengers, and all children riding in a vehicle under 18.
• Florida’s safety belt law is a primary enforcement law, meaning that an officer can stop a vehicle and issue a citation simply for observing a safety belt or restraint violation.
• Children should be in the rear seats until at least age 13 since deployed front seat airbags can be dangerous to children.
• Child Restraints – Car Seats and Booster Seats
• Florida law requires children aged 5 and under to be secured properly in a crash-tested, federally approved child restraint device. Remember to check for car seat and booster seat recalls.

o   School-based mentors are prohibited from transporting children

o   Only assigned and approved Big should transport Little

• Firearms are prohibited in any vehicle that is transporting a Little

• Communication/Parental Approval of all activities
• A waiting period of a minimum of 3 months before a child is allowed to visit a volunteer’s home[KK1] 
• Parents/Guardians will be informed and approve all activities in advance
• Communication should be always open between match parties and agency staff (children should never be asked to keep a secret)
• Respect for all match parties will be demonstrated at all times
• Emergency contact information will be provided and exchanged between match parties and agency staff.

• Limit Setting through Positive Reinforcement
• Positive limit-setting strategies will be outlined based on the age of the child and any developmental concerns (i.e. ADHD, Special Needs, etc.)
• Corporal punishment, verbally and/or emotionally abusive means of discipline by Bigs is strictly prohibited and will result in match termination and/or possible reporting of suspected abuse to Florida’s Child Abuse Hotline – if deemed appropriate.

§  Preventing Over-Involvement with the Child and/or The Child’s Family

• Gift Buying should be approved in advance by the parent/guardian with agency staff notified when a gift of an excessive nature is given to a child 
• Monetary donations or donations for services by the Big to the child’s family should be discussed and approved by the agency’s match support staff in advance
• Excessive contact over the agreed-upon schedule should be discussed with the agency staff (especially critical in the early stages of a match relationship)
• Involvement of other children on outings should be discussed in advance with the child’s parent/guardian

and agency staff

·        Criminal history record check

1.     All criminal history record check is required of all volunteer Bigs, board members, agency staff, and non-mentoring volunteers who come into meaningful contact with children

2.     Volunteer Bigs. Record checks are required at the time of initial enrollment, while an active Big: updated, layered criminal history check at least every three years; and at the time of re-enrollment

3.     Potential volunteer Bigs and volunteers who have been accepted as volunteer Bigs will be disqualified for failure to complete the application and screening process; past history of sexual abuse of children; Conviction for any crime in which children were involved; History of any sexual exploitative behavior, and termination from a paid or volunteer position caused by misconduct with a child

·        Social Media

1.     Refer to social networking site restrictions on communicating/connecting with youth or restrictions on the creation of youth accounts.

2.     Tell the mentor about anything you post pertaining to your child's mentor and ensure they approve of it

3.     Communication methods should be approved by all parties at the match introduction and throughout the match (email, text, phone, mail, video conferencing, social media, etc.).

4.     Online social networking sites (Facebook, Instagram, LinkedIn, etc.) are well-known uses of communication, and many of the volunteers and children are using these sites, however, not all social networking sites are appropriate for enhancing mentoring relationships.

5.     Never post the last names of mentors or children. In addition, do not “tag” your mentors or children in any picture you post.

6.     Never post any contact information (this includes the home address, place of employment, etc.)

7.     Never post anything (status, pictures, etc.) that could be perceived as judgmental or offensive to the mentor or child.

8.     Make sure that your page settings are set to private, so you can select who can view your information.

9.     Do not post pictures that include any other child, Little or Big on your personal page.

10.  Guardians, remember to be observant of your child's page.

11.  BBBSPBMC has the right to view the content and assess all public material on the social networking sites utilized by prospective or current Bigs and other volunteers. Inappropriate information or visual material can be cause for non-acceptance or subject to review for possible match closure by BBBSPBMC.

12.  If you have any questions, please contact your Match Support Specialist and refrain from accepting any invitation until you discuss your concerns with them.

13.  Do not allow children to use the volunteer’s device.

14.  Volunteers should contact their Match Support Specialist if there are child safety concerns regarding social media misuse or content that may endanger the Little’s health, safety, or well-being.

• Interactions between volunteers and children will show respect for privacy and personal boundaries.
• Children have the right to always feel safe.  Appropriate and positive interactions between Bigs and Littles are essential in supporting positive youth development and making youth feel valued.  Conversely, inappropriate, or harmful interactions can potentially injure a child physically and/or emotionally.  Maintaining a balanced approach to development and monitoring of the match to ensure adherence to agency ground rules in this area is critical to positive youth development and child safety. 

• Agency ground rules surrounding volunteer and child interactions support strategies that help children establish a clear set of personal safety boundaries promoting skill-building that may prevent the child from becoming the victim of violence and/or exploitation (bullying, child sexual abuse, internet exploitation, dating violence, etc.) and/or encourage a child to disclose abuse or victimization.

• Volunteers are encouraged to be sensitive to whether a hug or other form of physical touch would be comfortable to a child or not. School-based mentoring must abide by the Code of Conduct of the Palm Beach and Martin County School Districts.
• Certain types of physical contact such as tickling, wrestling, pinching, patting, or asking a child to sit on an adult’s lap are more likely to violate a child’s personal boundaries. 
• Display or discussion of any materials of a sexual nature is strictly prohibited.
• Volunteers need to provide separate, private areas for a child to: change clothes, bathe, shower, and/or nap.
• Volunteers should never sleep or nap with a child in the same bed, sleeping bag or couch.
• Volunteers should never come between a parent and their child; volunteers need to respect a parent’s role and authority.