PREPARED BY: ANISA JONES 2 ND VICE PRESIDENT PROGRAM PLANNING AND DEVELOPMENT AND RISK MANAGEMENT COORDINATOR SEPTEMBER 6, 2014 RISK MANAGEMENT TRAINING DENVER ALUMNAE CHAPTER OF DELTA SIGMA THETA SORORITY, INC PRESENTS

OBJECTIVES Roles and Responsibilities Why Risk Management? Foundational Principles Operational Principles RM-Tool Kit: Forms, Policies and Educational Docs Timelines and Milestones Documentation (Access and Submittal) Process

QUESTIONS FOR THE SAKE OF TIME, PLEASE HOLD ALL QUESTIONS TO THE END OF PRESENTATION. WRITE QUESTIONS DOWN AND SUBMIT AFTER PRESENTATION.

ROLES AND RESPONSIBILITIES R/R List will be further developed, as needed.

WHY RISK MANAGEMENT? Program Planning and Development  Youth Initiatives  DELTA GEMS  DELTA ACADEMY  EMBODI Consistent Implementation of Programs Mitigation  Harm and Injury to Youth  Probability of Delta Incurring Liability

FOUNDATIONAL PRINCIPLES MEMBERSHIP INTAKE OR INITIATION RITES, PROHIBITED  Stepping  Dressing Uniformly  Wearing Delta Paraphernalia  Exception: Clothing can bear name of Youth Initiative per Delta’s intellectual property guidelines  Referring to members as “big sister”  Adopting a sound or call  Assigning any special name or number  Running errands or performing tasks for members  Meeting in secret locations

OPERATIONAL PRINCIPLES PREPARE POSITION DESCRIPTIONS  Officers, Committee Chairs, Co-Chairs, Mentors and other members who work with youth initiatives  Responsibilities  Duties  Expectations  Benefits –  Written guidelines  Measure objectives  Identify risk exposures and strategies

OPERATIONAL PRINCIPLES SCREENING PROCEDURES  Policies against abuse  Reporting policies  Process  Appendix 1 – 8 Step 1: Training Step 2. Application Step 3. Interview Step 4: Background and Reference Check Step 5. Acceptance/ Rejection

OPERATIONAL PRINCIPLES REASONS FOR DISQUALIFICATION  Failure to complete screening process  Past history of substance abuse or distribution, including abuse of minor  Conviction of any crime, youth involved  History of violence or any sexually exploitive behavior  Termination from paid of volunteer position caused by misconduct of youth  Studies indicate a strong relationship between other acts of violence, such as domestic abuse and sexual assault, and youth abuse, including youth sexual abuse.

OPERATIONAL PRINCIPLES VOLUNTEER TRAINING  Recognize the Signs of Abuse  Physical, Neglect, Emotional, Sexual  Look for patterns of suspicious or inappropriate behavior  If youth reports information related to sexual topics or suspicious behavior…believe them… it may be a cry for help.  Appendix 9  Policies relating to Care and Supervision  How to Respond, Reasonable grounds for Maltreatment  Youth Development Characteristics  Application Sections of Delta’s Code of Conduct  Appendix 8

OPERATIONAL PRINCIPLES SUPERVISE VOLUNTEERS  Limited one-to-one, isolated contact between adults and youth  For mentoring purposes  Routine involvement of Risk Management Coordinator and parents  Positive development of mentoring relationship  For private discussion  Remain in eye-sight  Mitigate false allegations of abuse of volunteer while protecting the youth from possible abuse

OPERATIONAL PRINCIPLES REPORTING ABUSE  All Abuse should be reported  Report to Chapter President/Risk Management Coordinator  President will escalate to Regional Director, National Director, and/or legal counsel  In any of all cases of alleged abuse the President will be responsible for terminating any relationship between alleged perpetrator and youth and report the matter to the Regional Director, the National President, legal counsel and the local Child Protective Services Agency

OPERATIONAL PRINCIPLES EDUCATION PARENTS/LEGAL GUARDIANS  Provide educational materials  Orientation and Fact Sheet  Requirements of Initiative  Mandatory authorization of child participation  Appendix 11  Send schedules of events  Include a parent’s guide  Encourage parents to talk with their youth about abuse  Encourage parental participation, visitation, observation  Obtain a signed general release, releasing Delta from unintentional damage or injury to child, waiver and release  Appendix 11

OPERATIONAL PRINCIPLES Photographing Youth Guidelines  Never photograph youth in any stage of undressing  In any setting or poses that are unrelated to Delta activity  Chapters must obtain authorization from parents to photograph youth and to use the photograph for chapter- related activities  Appendix 23

OPERATIONAL PRINCIPLES DISCIPLINE, NOT ABUSE  Appropriate discipline demonstrates relations between actions and consequences  Maintains order  Protects youth from injury  Procedures to implement, before youth participation Communicate clearly to parents that certain actions, will result in disciplinary actions Delineate the kind of discipline that will be imposed for specific conduct Communicate no physical or corporal punishment Obtain parents’ consent for discipline of youth  Reference Appendix 12

OPERATIONAL PRINCIPLES MONITOR YOUTH-LEADERS  Chapters to avoid exploitation of youth, nor place them in situations that increase the risk of victimization  Ensure their leadership techniques are positive, not punitive  Youth leaders are not allowed to discipline other youth

OPERATIONAL PRINCIPLES OUT OF PROGRAM ACTIVITIES, PROHIBITED  To delineate between a sanctioned Delta Activity and what is clearly not Delta’s program and therefore, not Delta’s responsibility to supervise  Child molesters of use youth-serving initiatives to meet youth – once in the program, they expand their relationship with vulnerable youth to molest them  Parents of guardians have to express written permission or participation of out-of program activities

OPERATIONAL PRINCIPLES RESPECT PRIVACY RIGHTS  Health and Safety  Inappropriate Activity and Touching Empower them to say what is appropriate/inappropriate Examples – Undressing in front of each other Kissing on mouth Sitting on each other laps Adjusting hair or clothing, without permission Touching, hugging in secret or isolation Touching buttocks, breasts, or groin areas

OPERATIONAL PRINCIPLES STRICT SIGN-IN/SIGN-OUT PROCEDURES  Developed on a case-by-case basis  Requires a parent or guardian of youth participants to identify the individual(s) authorized to pick-up their youth from the program  Youth may be required to sign themselves in and out Chapter president must evaluate and determine if program permits this process Pertains to GEMS initiative  Check against the list before youth is released from program  Appendix 14 and 22

OPERATIONAL PRINCIPLES MOTOR VECHICLES  Prohibited transport of youth by member or volunteer in her/his car or any other motor vehicle  Commercial Transportation-Chapter Provided  Written permission of parent(s) or guardian(s) of each participant Requirements of Transportation Company Private Company with ICC (Interstate Commerce Commission) license; Uses only licensed drivers with good driving records Carries comprehensive general liability insurances; and Adds Delta and the chapter as “an additional insured” to the transportation company’s liability policy  Appendix 15

OPERATIONAL PRINCIPLES INTERNET ACCESS CONTROLS  Dangers/Threats to Youth  Harassment  Stalking  Physical Injury  Steps to Protect Youth  Develop and distribute an acceptable use policy (Appendix 16)  Consider installing blocking/filtering software, i.e. Cyber Patrol, Cyber Snoop and Net Nanny  Provide an Orientation or training session for youth i.e. Stranger Danger, Never share personal info on-line, never arrange to meet anyone, avoid flaming, access will be suspended for violators, etc

OPERATIONAL PRINCIPLES HEALTH RELATED RISKS  Chapter must establish policies to address  When to send an ill youth home;  What to do if a parent or guardian is unavailable  What medicines volunteers can dispense  Accommodations for allergic or asthmatic youth  Utilize form to record medical history at the time a youth is accepted into the program Obtain parental permission to seek medical care if parent is unavailable during emergency situations Take these forms to ER so no interruption in care is experienced.  Reference Appendix 16

OPERATIONAL PRINCIPLES DISPENSING MEDICATIONS  Medication Release form for each medication  Chapter has signed forms granting permission to administer different medications  Give only medication that is in the original container or packaging; ensure their name is on the packaging with correct dosage, pharmacy name, etc. Never give a youth medication with anyone else’s name on it.  Parental permission to administer all non-prescription medications, including but not limited to, the following:  Antihistamines, Non-aspirin pain relievers and fever reducers, Cough medicine, Decongestants, Ant-Itching creams, Sunscreen Always use an appropriate medicine dropper or measuring spoon. Silverware spoons are not acceptable measuring devices. Stop giving medication if side effects are observed, promptly inform parents and/or medical professionals depending on severity of the condition and the availability or unavailability of the parents.  Keep a log of medication administered; name, medication, dose, date, time of day, etc.  Appendix 18 and 19

OPERATIONAL PRINCIPLES WEATHER-RELATED RISKS  Includes  Dehydration  Hypothermia  Heat Stroke  Electrocution by Lightening  Trauma due to wind blown debris  Frostbite  Members should recognize and respond to the signs of weather-related conditions when hosting outdoor activities during extreme hot/cold conditions

OPERATIONAL PRINCIPLES EQUIPMENT USAGE, SAFETY  Member Training, Knowledge  First Aid Equipment  Building Alarm Systems  Communication Systems P.A. Systems Emergency Radios Wireless Phones etc

RM-TOOLKIT: FORMS, POLICIES AND EDUCATIONAL MATERIALS

TIMELINES AND MILESTONES TRAINING  Sat, Sept. 9:00a – 9:30a  Sat, Sept. 12:00n – 12:30p  Sat, Oct. 9:00a – 9:30a INTERVIEWS  Sat, Sept. – 3:00p  Sat, Sept. 1:00p – 3:00p  Sat, Oct. – 3:00p  Interviews are in 30 minute (maximum) time slots.  Sign up for interview on google Times and dates are subject to change. R. M. Coordinator will notify you at the earliest convenience. Application and Compliance Process for all Member/Volunteer participants shall be completed by October 31, 2014.

DOCUMENT ACCESS/SUBMITTAL PLAN DOWNLOAD DOCUMENTATION   USERNAME:    MEMBERS’ ONLY SECTION SUBMIT COMPLETED APPLICATIONS AND YOUTH PARTICIPATION FORMS TO:   All confidential documentation is maintained by Risk Management Committee through Dacriskmangement account.

D.A.C. R.M. NEXT STEPS APPLY AND SUBMIT DOCUMENTATION  OR SIGN UP FOR TRAINING AND INTERVIEW  INCIDENT REPORTING FORM  COMING SOON TO AND

CONCLUSION DELTA’S PRIMARY OBJECTIVE  Safety and Well-being of Youth  Adherence to Risk Management Guidelines  Use of Good Judgment  Response and Protection of Youth

RESOURCE LIST Delta Sigma Theta Sorority, Inc. (2010) Risk Management Manual. Washington, DC: Author.

QUESTIONS ? PLEASE TURN IN QUESTIONS TO A. JONES, B. HOLLIMAN, L. TIPTON PERRY