THIRD-PARTY ORGANIZATION & VISITOR POLICY

The YMCA of Parkersburg is committed to creating a safe, welcoming environment for everyone, especially the youth we serve. To support this commitment, all visitors and third-party organizations must follow our access and screening policies.

VISITOR TYPES

LOW-ACCESS VISITORS

Low-Access visitors are those who:

  • Do not have unsupervised access to youth

  • May rent facilities outside youth program hours, work strictly outside YMCA program areas, or provide one-time services under direct supervision

Requirements:

  • During open hours must be supervised by YMCA staff

  • Must wear an ORANGE visitor badge while onsite

  • Must sign in and out using the visitor log

HIGH-ACCESS VISITORS

High-Access visitors are those who:

  • Work or need access to areas where youth are present

  • May have direct or indirect contact with youth

  • Examples: instructors, mentors, social workers, therapists, or contractors working while youth are onsite

Requirements:

  • Complete and sign the Third-Party Youth Protection Policy

  • Provide valid ID for verification

  • Be entered into YMCA records (use visitor form button)

  • Submit proof of internal background screenings or remain under constant YMCA staff supervision

  • Must wear a GREEN visitor badge while onsite

  • Must sign in and out using the visitor log

YOUTH PROTECTION POLICY

ZERO TOLERANCE 

The YMCA of Parkersburg is committed to providing all youth participants with a safe environment. Our organization has zero tolerance for abuse of any kind and will not tolerate the mistreatment or abuse of youth in our programs. Any mistreatment or abuse by a Third-Party Organization will result in dismissal or termination of third-party services. Additionally, the YMCA takes every allegation of abuse or misconduct seriously and will fully cooperate with the authorities to investigate all cases of alleged abuse or misconduct. 

MANDATED REPORTING 

As required by West Virginia state law, all YMCA staff and volunteers are mandated to report any suspected abuse or neglect of a youth participant-whether on or off organization property or whether perpetrated by staff, volunteers, or others-to state authorities. Reports may be made, confidentially or anonymously, by calling the Child Abuse Hotline at 1-800-352-6513. 

A person who mistakenly reports suspected abuse is immune from civil or criminal liability as long as the report was made in good faith and without malice. In addition to reporting to state authorities, YMCA staff and volunteers are required to report any suspected or known abuse of youth participants perpetrated by YMCA staff or volunteers directly to leadership so that immediate and proper steps may be taken to ensure the safety of alleged victims and others who may be at risk. Reports of suspected or known abuse may be made confidentially to Immediate Supervisor, Directors, and/or Association Administration.

THIRD-PARTY ORGANIZATION CODE OF CONDUCT

Any violation of this Code of Conduct may result in dismissal or termination of services. 

  • Will treat all youth participants with respect and consideration, and treat them equally regardless of gender, gender identity, sexual orientation, race, religion, or culture. 

  • Will not speak to youth participants in a way that is or could be construed as harsh, coercive, threatening, intimidating, shaming, demeaning, or humiliating. 

  • Will always portray a positive role model by exhibiting professionalism in all interactions, demonstrating respect, loyalty, patience, courtesy, tact, and maturity. 

  • Shall not physically, verbally, sexually, or mentally abuse or neglect youth participants. Any form of abuse will result in immediate dismissal or termination of services. 

  • Will not touch youth participants inappropriately or in ways that make them feel uncomfortable, and will respect their right to say "no." 

  • Will not engage in intimate displays of affection in the presence of youth participants, families, members, staff, or volunteers. 

  • May not be alone with youth participants, at any time, where they cannot be observed by others. 

  • May not transport youth participants in personal vehicles. 

  • May not date or become romantically involved with YMCA program participants under the age of 18. 

  • May not be alone with youth participants they meet in YMCA programs outside of the YMCA, such as babysitting, sleepovers, or inviting youth participants to their home, unless: 

    1. There is a pre-existing relationship with the youth participant and their family/guardians that predates involvement with the YMCA. 

    2. There is a pre-existing relationship with the youth participant and their family/guardians that predates the youth participant’s enrollment in a YMCA program. 

    3. The third-party and the youth participant or the youth participant’s family/guardian are related. 

    4. When these conditions exist, the third-party must submit a disclosure and parental permission form to branch leadership. Any additional exceptions require prior written approval from the CEO or designee. 

  • Will maintain confidentiality regarding youth participants, families, members, and staff. 

  • Shall not share personal contact information with any youth participants. 

  • Understands that all private electronic communication (phone calls, text messages, emails, social media, etc.) with youth participants is strictly prohibited. 

  • Must obtain parental permission before taking photos or videos of participants under the age of 18. The use of personal cell phones for photographing or video recording YMCA participants is prohibited. 

  • Cannot use photographs or videos taken on YMCA premises or at YMCA programs for any personal use. 

  • Will not smoke or use tobacco while on YMCA premises. 

  • Will not use, possess, or be under the influence of alcohol or illegal drugs during working hours or while on YMCA premises. 

  • Are expected to refrain from the use of sexually suggestive, harassing, or intimidating language or physical conduct towards members, employees, volunteers, or other participants. This includes sexual innuendo, profanity, inappropriate jokes, and personal life details. 

  • The YMCA is required to report suspected abuse. If a third-party organization or employee witnesses or suspects abuse or policy violations, branch leadership must be notified immediately. 

  • The third-party organization is responsible for conducting background screenings, including multi-state criminal record searches and national sex offender registry checks, for all individuals accessing the facility. Documentation must be maintained.