YEAH! Safeguarding Policy

Purpose

Youth Empowerment through Arts and Humanities (YEAH!) is committed to protecting the safety, dignity, welfare, and well-being of every young person and vulnerable adult who participates in our programs.

YEAH! believes every participant has the right to learn, create, perform, and build relationships in environments that are safe, respectful, inclusive, and supportive.

This Safeguarding Policy establishes the standards, responsibilities, and procedures used to:

  • Prevent abuse, neglect, exploitation, and other forms of harm;

  • Establish appropriate professional boundaries;

  • Promote safe program environments;

  • Provide clear reporting expectations;

  • Respond appropriately when concerns arise.

Scope

This policy applies to all individuals involved in YEAH! activities, including:

  • Employees

  • Teaching Artists

  • Contractors

  • Board members

  • Interns

  • Volunteers

  • Consultants

  • Program partners

  • Guest artists and presenters

This policy applies to all YEAH! activities, including:

  • In-person programming

  • Off-site activities

  • Performances

  • Rehearsals

  • Recording sessions

  • Transportation-related activities

  • Virtual programming

Definitions

Child/Minor: Any person under the age of 18.

Vulnerable Adult: An adult who, because of disability, age, illness, or other circumstances, may be unable to protect themselves from abuse, neglect, exploitation, or undue influence.

Safeguarding: The actions taken to prevent abuse, neglect, exploitation, and other harm and to respond appropriately when concerns arise. 

Safeguarding Concern: Any situation involving suspected abuse, neglect, exploitation, inappropriate conduct, boundary violations, participant disclosures of harm, or circumstances that may compromise participant safety or well-being.

Core Principles

YEAH! is guided by the following principles:

  • The safety and welfare of participants is paramount.

  • Every person associated with YEAH! shares responsibility for preventing harm.

  • Safeguarding concerns will be taken seriously and addressed promptly.

  • Participants will be treated with dignity, respect, and fairness.

  • Information regarding safeguarding concerns will be shared only with individuals who have a legitimate need to know to protect participants or comply with legal obligations.

  • YEAH! will comply with applicable federal, state, and local laws and partner requirements.

Participant Rights

  • Every YEAH! participant has the right to:

  • Be treated with dignity and respect.

  • Feel physically and emotionally safe.

  • Participate in programs free from harassment, intimidation, discrimination, or abuse.

  • Express concerns and ask for help.

  • Have concerns taken seriously and addressed appropriately.

  • Be supported in developing their creativity, confidence, and voice.

Standards of Conduct 

All individuals covered by this policy must:

  • Follow YEAH!’s Code of Ethics and Confidentiality Agreement.

  • Maintain professional boundaries.

  • Use respectful, age-appropriate language and behavior.

  • Create emotionally and physically safe learning environments.

  • Treat participants with dignity and respect.

  • Model professionalism and appropriate conduct.

  • Use physical contact only when appropriate, supportive, and respectful.

Personnel may not supervise participants while under the influence of alcohol, illegal drugs, or any substance that impairs judgment.

Professional Boundaries

Personnel must not:

  • Be alone with a participant in a private, non-observable setting except in emergencies or approved circumstances.

  • Engage in romantic, sexual, or inappropriate relationships with participants.

  • Use corporal punishment, humiliation, threats, intimidation, ridicule, or degrading discipline.

  • Exchange personal gifts with participants without supervisor approval.

  • Communicate with minors through personal social media accounts or private messaging platforms outside approved organizational procedures.

  • Transport participants in personal vehicles except under approved procedures.

  • Request or maintain secrecy with participants regarding interactions, communication, or concerns.

Recruitment and Screening

To promote participant safety:

  • Employees and Teaching Artists working directly with youth must complete criminal background checks before beginning service and annually thereafter, or as otherwise required by law, contract, or organizational practice.

  • References will be checked for employees and Teaching Artists working directly with participants.

  • References may also be obtained for volunteers who regularly work with youth.

  • Short-term volunteers, guest artists, and presenters must remain under the supervision of approved YEAH! personnel.

Training and Supervision

Before working with participants, employees and Teaching Artists must receive training addressing:

  • Child protection and safeguarding

  • Tennessee reporting requirements

  • Professional boundaries

  • Trauma-informed practices

  • Positive behavior management

  • Cultural responsiveness

  • Inclusive practices

  • Online safety

Annual refresher training will be provided.

Program leadership will provide ongoing supervision, coaching, and observation of program activities.

Safe Program Delivery

YEAH! programs will be designed with safety, accessibility, and participant well-being in mind.

Whenever feasible:

  • Two adults, or one adult with a vetted teen assistant under appropriate supervision, should be present during youth activities.

  • If two adults are not available, activities must occur in observable and interruptible environments.

Additional safety practices include:

  • Risk assessments for off-site activities, performances, recording sessions, and special events.

  • Collection of emergency contacts and medical information.

  • Authorized pickup procedures.

  • Transportation protocols requiring appropriate permission and approved drivers.

  • Individual instruction occurring in observable environments or with appropriate parent/guardian awareness.

Online Safety and Digital Communication

Virtual programming must:

  • Use approved platforms.

  • Follow appropriate supervision practices.

  • Include parent/guardian awareness when applicable.

Staff and Teaching Artists must not:

  • Communicate with minors through personal messaging accounts.

  • Share inappropriate digital content.

  • Store youth media outside approved organizational systems.

Photography, video, and audio recordings require appropriate consent.

Digital content must be stored according to YEAH!’s Record Retention Policy.

Reporting Concerns and Emergencies

If a participant is in immediate danger, personnel should call 911 before following internal reporting procedures.

All YEAH! personnel are required by organizational policy to immediately report suspected:

  • Abuse

  • Neglect

  • Exploitation

  • Boundary violations

  • Inappropriate adult behavior

  • Other safeguarding concerns

Reports should be made to:

  • Executive Director; or

  • Director of Programs and Communications

Individuals who are mandated reporters under Tennessee law must also fulfill their legal reporting obligations by contacting the appropriate authorities.

Internal reporting does not replace legal reporting obligations.

Any person may make a report directly to appropriate authorities when immediate safety concerns exist.

Incident Reports vs. Safeguarding Concern Reports

YEAH! maintains separate documentation procedures.

Incident Report Form,  Used for:

  • Injuries

  • Illness

  • Behavioral concerns

  • Accidents

  • Property damage

  • General safety issues

Safeguarding Concern Report Form, Used for:

  • Suspected abuse or neglect

  • Exploitation

  • Boundary violations

  • Adult misconduct

  • Participant disclosures of harm

  • Online safety concerns

When both situations apply, both forms may be completed.

Incident Response and Administrative Review

YEAH! will:

  • Document concerns promptly and accurately.

  • Preserve relevant records.

  • Implement protective measures when needed.

  • Conduct an internal administrative review as appropriate.

  • Cooperate fully with law enforcement, child protection agencies, and partner organizations.

YEAH! will not conduct independent investigations that could interfere with official investigations.

Anti-Retaliation

YEAH! prohibits retaliation against any person who:

  • Reports a concern in good faith.

  • Requests assistance.

  • Participates in a safeguarding review.

Knowingly making false allegations or intentionally providing misleading information may result in disciplinary action.

Policy Violations

Violations of this policy may result in:

  • Corrective action;

  • Removal from programs;

  • Termination of employment, volunteer service, or contractual relationships;

  • Referral to authorities when appropriate.

Recordkeeping and Confidentiality

Safeguarding records, incident reports, background checks, training documentation, and related materials will be securely maintained according to YEAH!’s Record Retention Policy.

Information will only be shared with individuals who have a legitimate need to know.

Support Following an Incident

When appropriate, YEAH! will provide referrals to:

  • Counseling services

  • Medical resources

  • Victim advocacy organizations

  • Community support services

YEAH! will also provide appropriate support and supervision for personnel involved in safeguarding matters.

Partnerships and Contractors

Schools, venues, contractors, and community partners working with YEAH! are expected to maintain safeguarding practices consistent with this policy.

Safeguarding expectations should be incorporated into agreements and contracts when appropriate.

Policy Acknowledgment

All covered individuals must acknowledge that they have: (See Appendix A.)

  • Received this policy;

  • Reviewed expectations;

  • Understand reporting responsibilities;

  • Agree to comply.

Review and Governance

The Board of Directors will review this policy annually and following any significant safeguarding incident.

The Executive Director is responsible for implementation, training, compliance, and reporting to the Board.

Contacts

Executive Director,   director@yeahrocks.org

Director of Programs and Communications, programs@yeahrocks.org

Board Chair,  januspan@gmail.com

Tennessee Department of Children’s Services Child Abuse Hotline https://www.tn.gov/dcs/program-areas/child-safety/reporting/child-abuse.html