Youth Event Policies

October 10, 2003

The goal of all youth events is to provide a positive and safe environment in which our youth will learn more about God, their faith, respect for others, and themselves.  These policies have been established to promote these goals, and they apply to all diocesan and parish events that involve youth.  For the purpose of this document, a youth is understood to be any person below the age of 18.  Adults are understood to be persons age 18 and above.  Also, for the purposes of this document, the term "advisor" is used to designate any adult in a supervisory role at a parish, mission or diocesan youth event: ordained or lay, paid or volunteer, full time or part time, regardless of the ministry description used by any particular congregation (eg. youth minister, sponsor, EYC leader, etc.).

1. Written parental/guardian permission is required for all youth who attend diocesan events and is encouraged for all parish events.
2. All youth events must be properly supervised by responsible adults.  Only adults may be advisors.  All events will have at least two advisors; and at least one advisor for every seven youth.  The advisors should be reflective of the youth attending, so that if there are male and female youth, there will be male and female advisors.  At least one advisor should be an experienced advisor.  Advisors should meet regularly to openly discuss problems, accountability, policy clarification, personal feelings and other issues that affect youth ministry efforts.
3. Youth must be under the supervision of the advisors until their parents or guardians have picked them up.  Advisors who bring youth to an event must supervise them unless another advisor assumes responsibility for such supervision.  Advisors are discouraged from dropping off and/or picking up youth without being accompanied by another adult.  Families should be encouraged to arrange their own transportation.
4. Normal procedures regarding a selection of advisors should include a screening process, a personal interview, a checking of references, and an internship period. 
5. A background check, including the driving record, will be conducted by the Office of the Canon to the Ordinary on all paid advisors as well as volunteer advisors who will be serving at overnight events or serving as drivers for youth other than their own family members. Parishes should contact the Office of the Canon to the Ordinary for more information.  Any person convicted of prior incidents of sexual misconduct or abuse may not be used in any capacity for youth programs.  Any person who is accused of improper behavior must be removed from any position that would give him or her access to youth until the allegation is resolved. 
6. All advisors shall attend the four-hour Child Abuse Awareness Seminar conducted by the Diocese.  Serving as an advisor is permitted before attending this Seminar if the advisor attends the next one.  However, no advisor may serve at an overnight event before attending this Seminar.
7. All advisors must be careful to avoid the appearance of impropriety.  With this concept in mind, one on one interaction with youth should be avoided.  If a private conversation is needed to point out inappropriate behavior, the conversation should occur in a visible area, such as a corner, and in open view of at least one adult.  All advisors who wish to give personal gifts or money privately to a youth should first consult with the youth’s parents or the senior advisor who is in charge of the event.  Advisors will not date or become romantically or sexually involved with a youth.
8. No person attending a youth event is to be physically, emotionally or sexually abused.  Physical abuse is defined as bodily injury of one person by another.  Emotional abuse is the devaluing of another through such actions as name calling or indicating to another that he or she is worthless.  Sexual abuse is any sexual activity between a youth and an adult or between youth when there is an unequal distribution of power, such as when one person is significantly older or larger.  Sexual misconduct will not be tolerated.  Sexual misconduct includes sexual abuse, exposing a youth to sexually provocative material, inappropriate physical exposure by an adult to a youth, etc.
9. (9)    All youth events will function with an open door policy.  Clergy, parents, church and staff members are welcome to observe any youth activity at any time.  With harmony and equality as the foundation of all diocesan activities, no differentiation due to race, color, gender, sexual orientation, physical disability, origin, ancestry, or religion will exist.  Safe and peaceful surroundings are promoted for all youth activities.  Therefore, all types of violence are prohibited, and anyone in possession of a weapon, illegal drugs, or alcohol should be sent home.  All youth activities will maintain a smoke-free environment. 
10. Sexual activity or inappropriate displays of affection between youth will not be tolerated and may result in the youth involved being sent home.
11. Any person who believes he or she has experienced improper behavior is strongly encouraged to report it to the proper legal authorities, an advisor, and/or the Canon to the Ordinary as soon as possible.  Any advisor who receives a report of any suspected or actual misconduct or abuse must report it to the Canon to the Ordinary within 72 hours.  If anyone has questions about a specific situation and whether to report it, he or she is encouraged to report it anyway.  Questions may be directed to the Child Abuse Hotline at 800-252-5400.
12. The Diocese of Dallas has a zero-tolerance level of sexual misconduct.  Any advisor accused of sexual misconduct is to be immediately removed from all duties relating to children or young people.  This removal shall last until the investigation of charges is completed and the advisor is found to be innocent.
13. All overnight activities must have separate sleeping arrangements for males and females. A single adult and a single youth will not sleep together.  In camp or dormitory situations, there must be at least two adults in the sleeping room with the youth.  Separate bathroom/shower facilities by gender (or specific times to use a single facility) should be arranged.
14. Youth and advisors should be cautioned not to bring unneeded money or valuables to events. Any money or valuables brought to a youth event must be in the possession of the owner or an advisor at all times.  Should a suspected theft occur, the advisors may advise the other participants and provide an appropriate method for the item to be returned without penalty, but no body search is to be conducted. If the items are not returned, it is appropriate to call the proper law enforcement  authorities.