Purpose Statement
Kentucky Academy of Science seeks to provide a safe and secure environment for youth under age 18 who participate in our programs and activities. By implementing this policy, our goal is to protect youth participating in our organization from any harm and provide a clear path of response for staff, volunteers, and participants in the event of suspected abuse or neglect.

Policy
Kentucky Academy of Science seeks to provide a safe environment and adequate supervision of youth by implementing the following:

Adequate Supervision and Accountability

•  At no time during a Kentucky Academy of Science program should a staff person or volunteer be alone with a single minor where they cannot be observed by others.
• When staff or volunteers are supervising youth, they should space themselves in a way that other staff, volunteers, or participants can see them.
• In rare situations where staff or volunteers do find themselves alone with a minor (e.g., first arriving or last departing participant with one staff member), staff or volunteers should physically locate themselves in an open or public area readily accessible or visible to others.
• Staff or volunteers shall never leave a minor unsupervised in a Kentucky Academy of Science program.
• Staff and volunteers should conduct or supervise private, personal activities in pairs. When this is not feasible, staff should be positioned so that they are visible to others.
• Staff and volunteers must use positive techniques of guidance, including redirection, positive reinforcement, and encouragement rather than competition, comparison, and criticism.
• Staff and volunteers will have age-appropriate expectations and set up guidelines and environments that minimize the need for discipline.
•  Where applicable, staff and volunteers will conduct general visual observations of youth as they enter and participate in programs and activities, noting any unusual physical signs such as bumps, bruises, burns, etc. Questions or comments should be addressed to the parent/caregiver or youth in a non-threatening way. Any questionable marks or responses will be immediately reported to the Executive Director.
• Staff and volunteers will at all times respond to youth with respect and consideration and will treat all youth equally regardless of sex, race, religion, culture, or physical/mental disability.
• Staff and volunteers will respect the right of youth not to be touched in ways that make them feel uncomfortable, and their right to say no. Youth are not to be touched on areas of their bodies that would be covered by a one-piece bathing suit.

Virtual and Online Interactions

Virtual one-on-one interactions between an adult and a youth under age 18 are prohibited. All virtual meetings must either include a second adult or teacher, or the youth's parent or guardian must be present in the same room as the minor for the duration of the meeting. This applies to all platforms including Zoom, phone calls, and video calls. This requirement is consistent with the KAS Mentor Match Program guidelines.

Electronic Communication

Electronic one-on-one interactions are prohibited. KAS staff or volunteers will include the Executive Director or the participant's parent or guardian on any electronic communication with a minor, including emails and text messages. Staff and volunteers will not communicate with any Kentucky Junior Academy of Science participant via social media.

Accidents, Injuries, and First Aid

• Kentucky Academy of Science documents any accident or injury involving a participant through completion of the Report of Accident/Injury Form.
• Adult staff and volunteers may administer minor first aid to injuries such as small cuts, bumps, or bruises.
• Gloves must always be used when dealing with blood.
• In case of a more serious injury, address the immediate need (e.g., apply pressure to stop bleeding) and then contact 911 and the Executive Director as appropriate.

Prohibited Items

The presence and use of dangerous weapons, alcohol, and illegal drugs are expressly forbidden at all Kentucky Academy of Science programs and events. Any staff member, volunteer, or participant suspected to be in possession of or under the influence of these items will be asked to leave.

AJAS National Conference

Youth participating in the American Junior Academy of Science (AJAS) national conference travel out of state as delegates of KAS. Given the unique nature of this event including overnight travel, an off-site venue, and coordination with a third-party organization - specific guidelines for chaperones, supervision, communication with parents, and emergency procedures apply. See the AJAS Conference and Overnight Events document.

Discipline

Kentucky Academy of Science uses a positive approach to discipline. While in the organization's care, youth are never to be subjected to discipline involving physical punishment, isolation or seclusion, group punishment, labeling ("bad" or "good"), shaming or threatening, degrading tone or language, or punitive/overuse of discipline measures. Staff and volunteers support positive behavior by:

•  Developing positive relationships with youth
•  Building on youth's strengths and reinforcing positive behaviors
• Recognizing opportunities for youth to learn and practice conflict resolution skills
• Encouraging self-regulation and responsibility for one's own behavior
• Responding to behaviors consistently
• Providing engaging activities throughout the day
•  Redirecting youth to encourage self-calming and de-escalating volatile situations
• Providing sufficient support during daily transitions
• Modeling positive behavior through interactions with youth and other adults

Ongoing Challenging Behaviors

Occasionally, youth can present with repeated challenging behaviors that do not respond immediately to positive methods of discipline. In these cases, staff and volunteers work with the family and the Executive Director to identify triggers, effective de-escalation strategies, and a plan to support the youth's success. Although rare, Kentucky Academy of Science reserves the right to remove a minor from the program for the safety of that individual or other youth. This decision is made at the discretion of the Executive Director.

Emergency Procedures

In the event of an emergency (fire, severe weather, intruders, etc.), staff will follow the emergency procedures provided by the host institution for that event. KAS will obtain a location-specific emergency plan (if available) from the host institution or AJAS prior to each event involving minors. If evacuation becomes necessary, parents/guardians will be contacted as soon as possible and informed of the participant's location.

Required Screening for Staff and Volunteers

All persons who work or volunteer in roles that involve direct contact with youth who participate in Kentucky Academy of Science programming will be screened prior to participation. Screening requirements vary by role as follows:

 Background check results for these roles are subject to review and approval by the Executive Director.