Participant Safety
If one-on-one interaction with a minor is necessary, what steps must be taken to ensure it aligns with our Code of Conduct?
Meet in open, well-lit rooms/spaces with windows observable by other adults from the program.
What are three examples of participant information that can be deemed "sensitive"?
- Full Name
- Contact Information
- Health Card Information
- Employment Information
True or False: Visions of Science is allowed to distribute over the counter medication to youth who may be experiencing stomach aches, fevers, headaches etc to relieve their pain?
FALSE
What are the first steps staff must take if a participant is determined to be missing during a Visions of Science program?
The lead staff should be notified, a group meeting is held, the area is searched, and infrastructure like security or PA systems is used.
After how many innocent or non-culpable absences can an employee have before being subjected to an attendance review?
5
What is the required adult-to-child ratio for the day program for each of the following age groups: 7–12 and 13–18?
7 - 12 years: 1:8, 13 - 18 years: 1:10
When should participant information be shared?
Only when deemed appropriate and approval is confirmed
What is an appropriate snack?
This type of snack should be nut-free, nutritious, and in line with Ontario’s School Food and Beverage Policy.
What is the immediate plan of action that must be taken when encountered with a disaster requiring participant evacuation?
- Remain calm
- Confirm all employees
- Gather emergency contact information/ any
emergency medication and medical
information
- Find the nearest safe exit (front then side
door)
- Meet at the designated evacuation assembly
area
- Check-in via Whatsapp group chat
- Wait for further instructions from emergency
service personnel;
How to report work related injuries/illnesses and how soon should it be done?
It should be reported to your direct supervisor as asson as possible. An incident form needs to be completed within 1 business day (ideally).
What situations warrant a incident report?
1. Injuries (participant or staff)
2. Missing or runaway participant(s)
3. Theft
4. Property damage or vandalism
5. Altercations (between participants, staff or both)
6. Participant exposure to a threatening person or situation
What do you do with physical materials that hold participant information?
1. Upload to correct online platforms (Google Drive)
2. Physical copies are returned to office within 10 business days
3. Physical copies are stored in a secure location
What is a wristband or medication flag?
This item must be worn by participants with asthma inhalers or epipens to identify their medical needs.
What must staff do if a missing participant is not located after the initial search procedures?
If a missing participant is not found after initial steps, staff must contact 911, notify the parent or guardian, and complete an Incident Report within 24 hours.
Name 4 of our organizational values
Equity, Empowerment, Innovation, Community and partnerships, education, leadership, research, inclusion, consistency and advocacy
What is the required procedure if a staff member suspects child abuse or neglect, including when they are unsure whether their observations qualify as reasonable grounds?
To take action in a suspected case of child abuse or neglect, staff must call 416-924-4640, contact 911 if it's a life-threatening emergency, and report the situation to their supervisor and complete an Incident Report. If unsure about what qualifies as “reasonable grounds,” they should consult the Children’s Aid Society of Toronto website.
When is it appropriate to print off participant information? What information can be printed?
- Trip Forms, Full Names, Contact Information, Parent/Guardian Information, Emergency Contact Information
Visions of Science staff must inspect program spaces before sessions begin. List all four key elements they are required to check during this inspection, and describe the three-step procedure staff must follow if they identify a health or safety concern in the space.
Floors are clean, dry, free from debris, clutter, and trip hazards,
Furniture and equipment are in good condition, secure from tipping and appropriate for planned activities,
Air quality, temperature, and humidity are adequate;
And the procedure:
Minimize the risk as best as possible before participants arrive,
Contact the Program Manager if the concern persists,
Collaborate with the Program Manager to decide whether programming can safely proceed?
What is the proper procedure for handling a life-threatening medical emergency at a Visions of Science program?
In a life-threatening emergency, staff must give first aid (if certified), call 911, stay with the participant, manage the group, notify the Program Manager and parent/guardian, and complete an Incident Report within 24 hours.
Describe the full procedure and required documentation that Visions of Science staff must follow if a participant is picked up by a person not authorized on the registration form. Include how staff should verify the identity of the new person and any communication requirements.
Staff must keep the participant at the program and immediately contact the legal parent/guardian to confirm the new pick-up arrangement?
Staff must verify the identity of the new authorized person by checking their ID before releasing the participant?
This change must be clearly documented and communicated with the parent/guardian to ensure participant safety?
When on duty for all child and youth events and programs, what must staff always look out for?
- Inspect the space and identify physical, chemical and biological hazards to children
- Control the setting to the best of their ability to minimize or remove the risk of
illness and injury
- Be vigilant and attentive to emerging risks
- Use a precautionary approach, avoiding actions and situations where the
possibility or likelihood of harm is unknown
According to Visions of Science policy, before sharing any photos, screenshots, or identifying participant information on social media or websites, staff must do this to protect participant privacy and comply with ethical standards — a process that involves informing and obtaining explicit permission from all individuals involved and, in the case of minors, from their parents or guardians.
Prior informed consent
What is the procedure if a participant requires medication during Visions of Science programs, and what are the requirements for packaging and submission?
If a participant requires or may require medication (including daily prescribed, emergency, or over-the-counter medication), their parent or guardian must complete and submit a Medication Release Form.
All medications must be provided in a ziploc bag clearly labeled with:
The child’s name
The name of the medication
The required dosage
The time the dosage is to be administered
Only the daily dosage amount will be accepted.
Who should you notify first when discovering that one of your participants has gone missing?
The lead staff on site
What process does Visions of Science follow to handle complaints against staff, board members, or volunteers related to violations of the access and equity policy, including how complaints are documented, reviewed, and communicated?
Visions of Science requires all complaints against staff, board members, or volunteers for access and equity policy violations to be recorded in a written statement by a staff member and submitted to the “Complaints Committee.” The committee reviews the complaints within five to thirty days, and the findings and recommendations from the investigation are communicated to staff for timely implementation.