Providing Members/Participants and Parents/Guardians with Organizational and General Policies on Abuse and Reporting Grievances

Guidelines for Providing Members/Participants and Parents/Guardians with Organizational Policies on Abuse:

Members and Participants can contribute to their own safety if they know what is acceptable and what to expect from staff and volunteers and other members and participants. If violations occur, they can spot them and be empowered to let staff know. The YMCA of Central Ohio Our will provide members and participants with age and developmentally appropriate information explaining our organization’s policies and procedures related to abuse prevention. This documentation should, at a minimum, include the following:

• Code of conduct for employees/volunteers and members/participants, which includes policies regarding:

-appropriate and inappropriate displays of physical affection.

-appropriate and inappropriate verbal communication.

-one-on-one interactions and outside contact between employees/volunteers and members and participants.

-electronic communication between employees/volunteers and members/participants.

-gift giving and receiving between members/participants and employees/volunteers.

-appropriate and inappropriate member/participant to member/participant interactions.

Abuse Prevention Information and Tips for Parents and Guardians

Members and Participants can contribute to their own safety if they know what is acceptable and what to expect from employees and volunteers and other consumers. Considerable research shows that repetition and reinforcement work to heighten awareness of abuse risk and prevention. The YMCA of Central Ohio uses a variety of methods in order to maintain ongoing awareness of abuse risk and prevention amongst members, participants and families such as:

• *Tips, Activities and Information for Families

• *Awareness of available local resources and trainings

• When applicable, partner with community-based and non-profit organization to offer training opportunities

• *Signage and Safety Messaging

• *Newsletters and social media messaging

• Program orientation and meetings

*Materials used to share aware of abuse and prevention materials will be available in Y program areas and/or on our "Protecting Children" webpage on the YMCA of Central Ohio website

Resources

Tips For Coping with The Effects From Exploitation or Abuse and Supporting a Loved One Who Has Experienced Abuse or Exploitation

Child Abuse Prevention Tips for Families

Grievance Policy for Members/Participants and Parents/Guardians

The YMCA of Central Ohio believes members/participants, and parents/guardians have valuable thoughts and insights to share regarding our operations. Accordingly, the Y encourages members/participants and parents/guardians to share opinions, suggestions, concerns, questions and/or grievances about our policies, personnel, and/or other matters impacting the organization. In general, the best person initially to bring opinions, suggestions, concerns, and/or questions to is the Director of the Y program/facility. However, to the extent the concerns relate to the Director of the Y facility/program, or to the extent a member/participant or parent/guardian believes the Director of the Y facility/program did not fully address a matter, consumers and parents/guardians may direct their opinions, suggestions, concerns, and/or questions to the next level of management or directly to the Executive Director to hear/resolve grievances. To remedy concerns that appear to have been ignored or unresolved after initial reporting, utilize this formal grievance procedure. This procedure provides for a timely, thorough and objective investigation of the following concerns:

_______Inappropriate Behavior by Employees/Volunteers;

_______Inappropriate Behavior by Members/Participants;

_______Retaliation; and/or;

_______Whistleblower complaints.

Written Complaint Required for Formal Process

Verbal complaints are encouraged, particularly for issues that may be easily and expeditiously resolved, but a written complaint is required to initiate this grievance process. To ensure a timely and effective response, complaints should include the following information to the extent possible:

1) The name(s) of individuals(s) involved;

2) The date(s) the behavior occurred;

3) The name(s) of any known witness(es);

4) A summary of the conduct meriting the grievance including:

a. The behavior complained of and/or the alleged policy or legal violation(s);

b. Direct quotes when relevant and available; and

c. Any relevant documentation.

5) The remedy sought by the employee making the complaint.

Timeline

Members/Participants or parents/guardians who themselves have a complaint or who are aware of behavior meriting a complaint, must provide the above described written complaint via email to the Director of the Y facility/program within 5-10 business days, as the purpose of this policy is to timely and objectively resolve complaints. We understand Members/Participants and parents/guardians do need some time to decide whether filing a grievance is warranted, but an indefinite amount of time limits the opportunity to resolve complaints and move forward. The Director of the Y facility/program or designee will meet with the member/participant or parent/guardian to hear their concern and attempt to resolve the complaint within 5-10 business days after receiving the written grievance.

Following that meeting, the Director of the Y facility/program or designee will provide a brief written response to the member/participant or parent/guardian who brought the complaint no later than 5-10 business days. If the member/participant or parent/guardian is not satisfied with the written response, the individual who brought the complaint may submit an appeal to the Director of Risk Management no later than 5-10 business days after the original written response was received. The Director of Risk Management or designee will meet with the member/participant or parent/guardian to hear their concern and attempt to resolve the complaint within 5-10 business days.

Following that meeting, the Director of Risk Management or designee will provide a final written response to the member/participant or parent/guardian who brought the complaint within 5-10 business days. If the matter is still not resolved, the Director of Risk Management will bring the matter to the Executive Director of P&C who will consult with the CEO, Board Chair and/or Legal Council for final determination or resolve.

Investigation

The Director of Risk Management and Executive Director of P&C will thoroughly investigate the issues raised in the grievance and will protect the privacy and confidentiality of all parties involved to the extent possible by law. All parties must cooperate with the investigation.

If the organization determines a violation of policy or law has occurred, the organization will take appropriate action, up to and including termination and notification of external authorities.

Retaliation

The YMCA of Central Ohio strictly prohibits retaliation against members/participants and/or parents/guardians for reporting, filing, testifying, assisting or participating in any manner in any investigation, proceeding or hearing conducted by the organization or a federal or state law enforcement agency or court. Members/participants and/or parents/guardians should report any suspected retaliation to their Director of the Y facility/program and/or the Director of Risk Management immediately after becoming aware of it. Any report of retaliatory conduct will be objectively, timely and thoroughly investigated. If a report of retaliation is found to be valid, the organization will take appropriate remedial action, up to and including discharging the individual(s) responsible. This organization will not retaliate against any member/participant or parent/guardian for raising a complaint and will not knowingly permit retaliation by management or other employees.

Publication and Communication to Consumers and Parents/Guardians

This Grievance Policy must be shared with all members/participants and parents/guardians and must be included in organization handbooks or manuals. Any changes to this policy will be communicated in writing to members/participants and parents/guardians via email on file.

Resources

• Staff Code of Conduct

• Volunteer Code of Conduct

• Member/Program participant Code of Conduct

• Grievance Policy for Parent/Guardians and Members/Participants