Optimist Club Youth Protection Policy C - 12 All persons working with Optimist programs for youth ( under the age of majority ) are expected to read / understand , agree to , and abide by these guidelines . This policy is recommended for all Clubs . Reporting : All persons involved in an Optimist Club , JOI Club or Optimist Project shall report to local authorities any good - faith suspicion or belief that any child is or has been physically or sexually abused , physically or emotionally neglected , exposed to any form of violence or threat , exposed to any form of sexual exploitation , including the possession , production , or distribution of child pornography , online solicitation , enticement , or showing of obscene material . You may not abdicate this reporting responsibility to any other person . Investigation of Abuse : Remember that you are not an investigator and that the investigation of allegations of abuse is best left to a trained investigator . Action on reports of suspected child abuse may be facilitated by working through child protective services and law enforcement agencies in your area . Each state has an agency designated to be the central reporting authority for child abuse within that state . The staff of these agencies may be available to provide additional information and training to leaders . Additional sources of assistance can be provided from the National Center on Child Abuse and Neglect ( NCCAN ) ; P.O . Box 1182 , Washington DC 20013 or the Canadian Centre for Child Protection ( CCC ) , 615 Academy Road , Winnipeg MB R3N 03N . Optimists will not tolerate any form of child abuse in their programs and will take all necessary steps to remove any offenders from leadership positions . Chaperone : A chaperone shall be defined as a parent , an Optimist member , faculty member , legal guardian , or person who has reached the age of majority who is serving in the place of a parent , and registered with and accompanying the youth members at an Optimist Club event . Alcoholic Beverages : While attending any project , meeting , social event , or other gathering that is conducted for the benefit of youth in attendance , adults are expected to refrain from consumption of alcoholic beverages during any portion of the event in the presence of youth . Use of Tobacco , E - cigarettes , and Marijuana : While attending any project , meeting , social event , or other gathering that is conducted for the benefit of youth in attendance , adults are expected to refrain from the use of tobacco , e - cigarettes , and marijuana products during any portion of the event in the presence of youth . Overnight stays : While attending an event that requires overnight stay in a hotel or camp / conference setting , adequate adult chaperoning is expected and should include no fewer than two adult males for each ten or part of ten youth males , and two adult females for each ten or part of ten youth females . Except for a parent sharing a sleeping room with a child of the parent , no adult should share a hotel or dormitory sleeping room with a youth . In the event that sleeping quarters consist of multiple beds , such as a Optimist Club Youth Protection Policy C - 12 bunkhouse or camp cabin , adults may share the sleeping quarter with youth members of the same gender , provided that two or more adults are present . At no time should an adult share a bed with a youth , with the exception of parent sharing a bed with the child of the parent . Transportation : Adults transporting youth in a motor vehicle should do so with a second adult in the vehicle , or in hardship cases , the " rule of threes " being at least three people in the car at all times , is recommended . Medications : The possession of prescription and non - prescription medications by youth at an event should be permitted only by permission of the parent / guardian . Background checks : Background checks for adults working with youth should be required and should conform to applicable local and state / provincial laws and requirements . In the absence of local or state / provincial regulations , Optimist Clubs are advised to undertake confidential background checks for all adults who will be working directly with youth who may not have undergone a background check . Conflicts with other rules : Whenever these guidelines may conflict with local state / provincial , or national laws or regulations , the highest applicable standards for conduct are expected to prevail . Personal Information : All documents bearing personal information , including registration forms , medical information forms , permission to treat forms , etc . should be treated as being confidential . Processes that protect this information should be created , including minimizing the number of people who have access to any such documents . The documents should be maintained a minimum of three years or longer as may be required by applicable state / provincial laws and regulations . After the maintenance period has expired , the documents should be destroyed in a way that maintains confidentiality , such as shredding . It is also expected that the disposal and destruction of all confidential information will conform to applicable state / provincial laws and regulations . Two - deep leadership : Two registered adult leaders or one registered adult leader and a parent of a participant , one of whom must be 21 years of age or older , are required on all trips and outings . One - on - one Contact : One - on - one contact between adults and youth is not permitted . In situations that require personal conferences , the meeting is to be conducted in view of other adults and youth . A . Social Media : Optimists and / or JOI Advisors may not engage with youths through private online chatting or gaming or any form of one - on - one type of social media , including but not limited to Instagram , Twitter , Facebook , Tumblr , YouTube , Optimist Club Youth Protection Policy C - 12 LinkedIn , and any other interactive social media platforms . For purposes of this policy , the term “ social media ” means websites and applications that enable users to create and share content of any kind , ( except texting which is addressed below ) , or to participate in social networking through online interactions . B . Texting : Under no circumstances may adults engage in one - on - one text communication applications ( such as SnapChat , WeChat , WhatsApp , Facebook Messenger and similar instant messaging apps ) that may be utilized to communicate one - on - one with youths during the program ; One - on - one with youths is prohibited except in the event of an emergency . Group text of program updates or information may be acceptable . C . Emails : Emailing one - on - one with youth is prohibited except when Optimist / Directors need to communicate with youths as part of the program application and acceptance process . All other email communications with youth shall be copied to either a parent or other adult Program or project member . D . Telephone : Private telephone conversations with youths are prohibited except ( a ) in the event of an emergency or ( b ) by Program Directors who need to communicate with youth ( i ) as part of the program application and acceptance process ; or ( ii ) to communicate program information that the youth needs to know in order to participate in the program . E . The use of any device capable of recording or transmitting visual images of youth where privacy is expected is inappropriate and prohibited . Respect of privacy : Adult leadership needs to respect the privacy of youth in situations ( such as changing into swimming suits or taking showers ) and intrude only to the extent that health and safety requires . Adult leadership also must protect their own privacy in similar situations . Separate accommodations : There should be separate shower and restroom facilities for males and females . ; Separate male and female usage times should be scheduled and posted when separate facilities are not available . Secret organizations : There are no secret organizations recognized by Optimist International . All aspects of our programs are open to observation by parents and leaders . Appropriate attire : Proper clothing is required for all activities . Discipline : Discipline should be constructive and reflect our values . Corporal punishment is never permitted . Optimist Club Youth Protection Policy C - 12 Hazing : Any type of hazing and initiations are prohibited and may not be included as part of any activity . Bullying or Abusive Behavior : Engaging in any abusive conduct of any kind toward or in the presence of youth , including but not limited to verbal abuse , cyberbullying , striking , hitting , punching , poking , spanking , or restraining is prohibited . If restraint is necessary to protect a youth or others from harm , all incidents must be documented and immediately disclosed to the person in charge of the program and the youth’s parent / legal guardian . This policy extends to youth - on - youth behavior . Socializing : Socializing with youth program participants outside the program or inviting youth to one’s home is not permitted . Engaging in any sexual activity , making sexual comments , telling sexual jokes , or sharing sexually explicit material ( or assisting in any way to provide access to such material ) with youth in the presence of youth is prohibited . Additionally , engaging in or allowing youths to engage you in conversations regarding romantic , sexual , or related matter , is prohibited . Education : Every Optimist Club is expected to inform and educate its members on these guidelines and best practices annually . Criminal History Background Checks To ensure that adults working with youth in Optimist Club sponsored programs are of the utmost moral fiber , a clear criminal history background check is necessary for all adults ( Optimist members and non - members ) registered for , participating in , or staying overnight at any event an Optimist Club organizes that involves interaction between adults and youth . See Optimist International Member Resources Background Check . Successful completion of the background check ( a " clear check " ) is based on verification that no conviction has been determined for that person . Anyone subject to action as a result of an unclear background check should have the right to appeal such action . The Optimist Club’s Board of Directors shall have final authority on the matter . An individual should receive a copy of his / her background check by requesting it in writing . ( Mar 2012 ; Jul 2018 ; Mar 2019 ; Mar 2020 ; Jun 2023 )

( Mar 2012, Jul 2018, Mar 2019, Mar 2020, May 2023, Jun 2023 )