STANDARDS FOR ONLINE COMMUNICATIONS

PARENT INFORMATION

If your son or daughter is going to be a participant in Adventures in Health Care you need to read the following information.

As Rotarians, we have a a responsibility to protect youth participants while they take part in all activities. Covid-19 has us all engaging in new and exciting ways, mostly on the Internet. Although this particular program has no virtual or LIVE activities, it is important to share this information. These are the guidelines that are being adhered to for this Adventures in Health Care program.

COMMUNICATING WITH STUDENTS AND PARENTS/GUARDIANS

Use communication platforms authorized by sponsoring Rotary Clubs as opposed to personal accounts
Keep communication transparent by including parents/guardians and other leaders on all correspondence and replies
Do not communicate with youth via private messaging or individual tests. Instead communicate via emails, social media groups or group chats with all leaders and members included
Maintain professionalism by communicating during appropriate times of the day
Let parents and youth know that leaders/staff will not request passwords, financial or personal information in any communication. Immediately report any such activity

USING SOCIAL MEDIA

Create club pages or addresses to communicate (not personal Twitter, Facebook or email addresses). Messages to youth and families should always come from these accounts and be youth appropriate and inclusive of members and families. These accounts should be communicated as the club channels to District 5040
Enable privacy settings on groups social media accounts to ensure discussions and planning details are kept private
Some platforms, like Facebook, have age restrictions for creating an account. Review the platform policies before inviting youth to the group

HOSTING IN A VIRTUAL ENVIRONMENT

Promote a safe, inclusive and fun environment by discussing expectations with youth about how the Code of Conduct applies
Use a technology platform that allows for a secure passcode to ensure only invited participants can attend
Supervision and Rule of Two: - Have two leaders/staff in the virtual meeting, or record the full meeting and share with other leaders/staff - One on one coaching or mentoring is not allowed - Ensure that meetings begin and end on time; this will mitigate the potential for leaders/staff being alone with youth
Before sharing a video stream of your private space on a virtual ensure your background is professional and appropriate for youth