What do I do?
Be a good human 101
Privacy
I'd do anything for love/programs, but I won't do that!
Non-staff
100

What do you do if a participant wants to pray on program? 

In accordance with the UN Convention on the Rights of the Child, the Canadian Charter of Rights and Freedoms and the B.C. Human Rights Code, Power To Be supports and endorses creating an environment for participants that is respectful of all religions and spiritual beliefs, so long as they are in compliance with the laws of Canada and the Province of British Columbia, and do not compromise the safety of the individual or other participants.

 Power To Be is committed to providing a safe environment that is free from persecution of, or pressure from, any religious beliefs.

100

What is the definition of Informed Consent?

Informed consent is defined as a process of obtaining consent from participants or legal guardian(s)/caregiver(s) both at the outset and during engagement in the services and activities. This requires the exchange of information pertaining to the details, risks and benefits associated with the service or activities. Also requires staff to ensure that participants and legal guardian(s)/caregiver(s) are informed of any program changes and reminded of specific details and inherent risks prior to receiving the service

100

How long must we keep participant records after their last involvement?

7 years (a child's records must be kept for 7 years following the year they turn 19)

100

What is our policy around use of force (e.g. a hold) in behaviour support?

In the event of disruptive behaviour on program, staff and volunteers are not permitted to use any physical force or means to control or discipline a participant unless the use of such force (e.g., a hold) is deemed absolutely necessary to prevent considerable harm to self, participant, others, or property.   

Further, staff is required to have training in non-violent crisis intervention, relational training or its equivalent and/or holds when there is a high likelihood that the use of appropriate physical force may be necessary to ensure participant and group safety while on program.  

100

What is a Partnership Agreement? 

Partnership Agreement is an agreement between two or more parties that outlines the responsibilities of the identified organizations as it relates to the action items outlined by the agreement. Partnership Agreements may or may not be accompanied by a service agreement, a copy of their insurance and any other supporting documents.

200

What do I do if I want to post a picture of a staff or volunteer on social media? 

Ask for permission before posting. Respect when people decline. "Staff and volunteers shall not post digital pictures of staff members or volunteers without their prior permission;” with all staff from the organization

200

What are 4 different ways that we remove barriers and promote active participation of participants in our outdoor programs? 

We do this through in-depth intake process, personalized check-ins, providing adaptive equipment, adaptations to our programs based on individuals needs and allowing participants to have ownership and be the expert of their own experiences in our programs.  

Anything else?  

200

What are 3 ways we make every effort to ensure personal information is protected?

-Staff and volunteers will not discuss the actions or character of another employee, participant or volunteer in front of participants 

-Written reference to participants in public areas and easily accessible confidential material should be by first name and initial only 

-In order to use identifiable photographs in public areas, Power To Be must have on file a signed photo consent from the participant(s) and/or guardian, as appropriate. Verbal consent must be gathered on an ongoing basis; and this consent needs to be documented. 

-Notes containing information that may identify participants must be treated as confidential records 

-Confidential material will not be left unattended where unauthorized persons may access it 

-Best practice is to store all information in our data base, if there is any personal information stored in cellphones and computers the devices must be password protected and passwords must not be given out to non- authorized people. Passwords must be changed if there is a breach or as directed by the C-Suite. 

200

What are 3 restrictions Power To Be staff and volunteers must adhere to on social media?

  • accept friend requests from participants or solicit viewership to their sites involving Power To Be participants;  

  • use the official Power To Be name, logo or website link without receiving prior written permission from management (including text or photographs that are the property of Power To Be); 

  • post digital pictures of participants; 

  • post digital pictures of staff members or volunteers without their prior permission;  

  • use blogs or personal websites to harass, bully or intimidate other staff, volunteers or participants; 

  • disparage the Power To Be name or its programs, participants or staff and volunteers associated with it; and 

  • discuss personal information relating to other participants, staff, or volunteers. 

It is not permitted for volunteers to exchange personal information with participants or communicate via on-line platforms. 

200

*What documents must volunteers adhere to?

Volunteers must adhere to all Power To Be policies and procedures, including the PPP and volunteer handbook

300

What do you do if a participant is found to be under the influence of alcohol or drugs (or in possession of them) while on program?

Staff are obligated to report this to the Director of Programs & Impact.

After which point the DPI will co-ordinate an action plan between the participant, staff and if applicable the legal guardian(s)/caregiver(s) to address the situation.  

If required Power To Be will create a smoking area for adult participants but this is done on a case by case basis and not permitted regularly.   

Power To Be does allow for responsible drinking at our supervised fundraising and third part events.

300

What is our duty of care to participants?

Our obligation to take reasonable care to protect others from all reasonably foreseeable risk of harm.

300

What does PIPA stand for and who does it apply to?

Personal Information Protection Act and applies to all organizations within BC 

300

What is an IBP and when would it be implemented? 

Following an incident requiring discipline or conflict resolution, staff are required to assess the situation and determine what steps are necessary to prevent a recurrence of a similar incident. The creation of an individual behaviour plan (IBP) may be needed in some cases. Seeking consultation from colleagues, direct reports and/or the director of programs is required. Further, involvement of the participant is highly recommended and may also include legal guardian(s) and/or caregiver(s) if deemed necessary. Other participants and volunteers may be debriefed as required.   

300

Who must accompany a third party group on program?

A staff member must accompany third party groups at all times

400

What should you do as a staff if you suspect (or know) policy has been breached?

-Immediately address the situation to avoid any threat of harm to a participant or other stakeholder

-Immediately report the breach to your direct supervisor

-Fill out an incident report and submit it to the Director of Programs and Impact

400

What are a few forms of discipline that are deemed more appropriate when it comes to an incident or behaviour on program? 

  • natural and/or logical consequences; 

  • loss of program privileges; 

  • repair and/or restitution of damages; 

  • including those who were affected by the behaviour and involving the participants support networks (legal guardian(s)/caregiver(s) when possible; and 

  • intrinsic and extrinsic rewards for appropriate behaviour. 

400

Under what circumstances do participants have access to information and records we have about them?

All participants over 12 or the legal guardian(s) of those under 12 always have access unless:

-there are reasonable grounds to believe the disclosure might result in physical or emotional harm to the participant or another person

-the disclosure could reasonably be expected to jeopardize a criminal or child protection investigation

-the information is subject to solicitor-participant privilege or privacy under the Youth Criminal Justice Act

-the disclosure would be an unreasonable invasion of a third party's personal privacy as determined by FOIPPA (Freedom of Information and Protection of Privacy Act) or other restrictions as set out in PIPA

400

What do staff need to consider and be aware of before initiating appropriate physical contact? 

  • ALWAYS at the consent of all parties; 

  • in the presence of others: staff or volunteers should avoid physical contact, unless in an emergency, if found alone with a participant; 

  • performing physical support for participants, such as lifts and transfers or when providing other types of assistance (such as with gear or equipment), and; 

  • sharing affection with participants (such as “high fives”) where others can see and share in the warmth based on the situation and development stage of the participant. 

400

What info must donors have if they attend program?

-they need to be briefed on the program goals, group dynamics, and any participant support needs ahead of time (following privacy policy)


Bonus:

-donors must be accompanied by staff while on program at all times

-program staff have first rights to refuse donor or stakeholder participation in program if there are any risk or considerations that put our participants at risk

500

What are the steps for managing a disclosure and 3 relevant areas for documentation?

Now, stay calm and listen. Let the participant tell his/her story.  Do not steer the participant with leading questions.  

  • Get only the basic facts in order to assist in your determination of whether to report. You do not need a lot of detail. The participant will likely need to tell their story to other authorities, and it is important that your discussion with the participant not make this process more difficult.  

  • Go slowly.  Let the participant tell what happened in their own way and at their own pace.  

  • Be supportive.  Let the participant know that they are not in trouble, have not done anything wrong, did the right thing by telling you, that you will do everything you can to help, and that there will be other people who can help too.   

  • Once the participant is done, tell them what will happen next.  Let the participant know that there will be other adults who may need to talk with them (i.e. other Power To Be leaders, child protection officers, or police). If you do not know the answer to a participant’s question, it is okay to say, “I do not know” or “We can ask my supervisor or child protection officer, etc.”; and   

  • Do not promise to keep it a secret, as you have a legal duty to report.


-If the child is deemed to be in immediate danger, the police need to be contacted.  

-Power To Be staff/volunteers, in collaboration with their supervisor, will decide on the appropriate steps for making a formal report to the Ministry of Child and Family Development (here on referred to as the ministry). 

- the direct supervisor is responsible for immediately advising the DPI and the Chief Executive Officer (CEO) that a report is being made.  It is important to remember that one does not need to be certain, but rather just needs a “reason to suspect” that the child is in harm.   

-fill out a report (objectively write what happened)

-call MCFD


Report components:

  • The child’s name and location (Where disclosures and observations were made). 

  • Date and approximate time of disclosure and observations 

  • Whether there are any immediate concerns about the child’s safety.  

  • Why you believe the child is at risk.  

  • Any statements or disclosures made by the child.  

  • The child’s age and vulnerability factor.  

  • Information disclosed about the family, parents and alleged offender.  

  • Information disclosed about siblings or other children who may be at risk.  

  • Whether you know of any previous incidents involving or concerns about the child.  

  • Information disclosed about other persons or agencies closely involved with the child and/or family.  

  • Information about other persons who may be witnesses or may have information about the child.  

  • Information about the nature of the child’s disabilities, his or her mode of communication, and the name of a key support person; and  

  • any other relevant information concerning the child and/or family, such as language or culture.  

  • confidentiality, except a solicitor-client relationship or where provisions of the Youth Criminal Justice Act apply.  

500

What are 2 ways you should maintain healthy professional relationships with participants?

  • not pursuing personal relationships outside of Power To Be programs or community related activities; 

  • refraining from providing personal contact information such as telephone numbers, personal email, social media sites, and home address; 

  • using discretion when disclosing to ensure that such disclosures are in the best interest of the participant’s goals with Power To Be; 

  • being conscious of what is reasonable to promise participants, doing what you can to deliver on agreements, and being clear with what is realistic versus what may be ideal; 

  • being aware of the power dynamics between staff, volunteers and participants, and the influence and responsibilities that encompass those relationships; and 

  • ensuring participants are informed in advance of the terms of your relationship and prepared for when the relationship is no longer able to continue (for example, when leaving the organization or at the conclusion of programs). 

500

What are the limits to maintaining privacy of confidential information?

Power To Be staff and volunteers must respect the right of participants to decide the extent to which confidential material is made public and may not disclose personal and sensitive personal information except in accordance with the following limits to confidentiality: 

•    When participants provide consent (verbal and written consent needs to documented) to disclose information on their behalf; 

•    when disclosure is required to prevent clear and imminent danger to the participant or others; 

•   when legal requirements demand that confidential material be revealed; and 

•   when a child is in need of protection. 


*these must be made clear to participants before they disclose confidential information

500

What is our scope of practice?

All Power To Be programs are intended to help fulfill the organization’s mission. All staff members are involved in providing outdoor educational, recreational, and participant centered support in some capacity. This forms Power To Be’s scope of practice and staff are expected to practice within the boundaries of the mission and their level of training, experience, and certification.
Staff who hold certification and training in areas that fall outside of Power To Be’s scope of practice are equally required to not offer these services while at work or involved in work-related tasks in the community.

500

What are 2 conditions required for all community partners?

•    All partners are vetted through our screening, intake processes and our program and partnership standards and agreements; 

•    screened by the staff and approved by the Head of Programs, and if needed, the Director of Programs & Impact; 

•    a minimum of one reference to ensure credibility and a record of quality service delivery, at least one needs to be a verbal reference check conducted by staff; 

•    a written partnership agreement or service agreement is required pending on the nature of relationship; 

      All staff are informed on the community partner and the roles and responsibilities shared within the partnership 

•    site and service partners are required to show proof of insurance for the duration of the service period; and 

•       ongoing assessment of the effectiveness of the partnership internally and with the partnering organization.