Youth Protection Policy (ICD-12)
Purpose and Scope
Optimist International (OI) is committed to providing a safe, positive, and supportive environment for all youth participating in Optimist-sponsored programs and activities.
This policy establishes mandatory minimum youth protection standards applicable to all Optimist International-affiliated entities and programs. Clubs may adopt additional safeguards but may not reduce or waive the requirements set forth herein.
This policy applies to all persons involved in Optimist Clubs, JOI Clubs, and Optimist-sponsored programs or projects involving youth under the age of majority, including but not limited to Optimist members, volunteers, advisors, chaperones, directors, and employees (collectively, “Covered Individuals”). For purposes of this policy, “youth” refers to any individual under the age of majority as defined by applicable law.
The Executive Director, Governors and Club Presidents must ensure Covered Individuals read, understand and comply with this policy. Youth safety shall take precedence over organizational convenience.
Mandatory Reporting of Abuse
OI will not tolerate any form of child abuse within its programs. All Covered Individuals shall immediately report to appropriate local authorities, including child protective services and/or law enforcement, any good-faith suspicion or belief that a youth is or has been: physically or sexually abused; physically or emotionally neglected; exposed to violence or threats of violence; exposed to sexual exploitation, including possession, production, or distribution of child sexual abuse material; subjected to online solicitation, enticement, or exposure to obscene material.
Reporting obligations may not be delegated to another person. Covered Individuals must comply with all applicable mandatory reporting laws in their jurisdiction.
In addition to reporting to appropriate authorities, Covered Individuals shall promptly notify the designated Optimist Club or OI Safeguarding Contact that a report has been made, unless prohibited by law. Optimist Clubs must report all incidents to the OI Safeguarding Contact.
Confidentiality
Reports will be handled as confidentially as reasonably possible, consistent with the need to conduct an appropriate investigation and comply with legal requirements. All parties must maintain the confidentiality of the information entrusted to them.
Protection from Retaliation
OI prohibits retaliation against any individual who reports suspected abuse in good faith or participates in an investigation. Retaliation may result in disciplinary action up to and including termination.
Investigation of Allegations
Covered Individuals shall not investigate allegations of abuse or take any action to follow up with authorities. Investigations shall be conducted by appropriate child protective services and law enforcement authorities.
Optimist Clubs and leaders shall cooperate fully with all investigations and shall take immediate action, as appropriate, to remove from all roles involving youth, any individual who is subject to a credible allegation or investigation involving youth, pending the outcome of such investigation.
Chaperones
Chaperone Definition
A chaperone is defined as a parent, legal guardian, Optimist member, faculty member, or other adult who has reached the age of majority and is approved by the Club to accompany and/or supervise youth at an Optimist-sponsored event.
Supervision
A minimum of two chaperones (one of whom must be at least 21 years of age), are required for all trips, outings, and activities involving youth.
One-on-One Contact
One-on-one interaction between adults and youth is prohibited. When personal conversations are necessary, they must occur in view of other adults and youth.
Overnight Stays and Accommodations
For events requiring overnight stays, adult supervision is required. At a minimum, two chaperones must be present at all times. When practical, supervision should include chaperones of the same gender as the youth participants.
Except for a parent or legal guardian sharing accommodations with their own child, chaperones shall not share a hotel, dormitory, or sleeping room with youth. In group sleeping arrangements such as bunkhouses or cabins chaperones may share sleeping quarters with youth of the same gender provided that two or more chaperones are present.
At no time shall a chaperone share a bed with a youth, except a parent or legal guardian with their own child.
Transportation
When transporting youth for Optimist-sponsored activities, a minimum of two chaperones must be present in the vehicle, whenever feasible. When not feasible due to hardship or emergency, the “rule of three” shall apply, meaning at least three individuals, including youth, must be present in the vehicle at all times.
Health, Safety, and Substances
Alcohol, Tobacco, and Drugs
Adults shall refrain from the use or consumption of alcoholic beverages, tobacco products, e- cigarettes, marijuana, or similar substances during any Optimist-sponsored activity conducted in the presence of youth.
Medications
Youth possession or administration of prescription or non-prescription medications at an event shall be permitted only with the prior written consent of a parent or legal guardian and in accordance with applicable laws and program guidelines. All medication must remain in their original packaging. Prescription medication must display the youth’s name and dosage.
Electronic Communications and Technology
Social Media and Online Interaction
Covered Individuals shall not engage in private, one-on-one online interactions with youth through social media platforms, online gaming, or similar digital communication tools. All online communications with youth must be public, group-based, or include a parent or another approved adult.
Email and Text Messaging
One-on-one e-mail, text messaging or electronic messaging with youth is prohibited, except in emergency situations. Group emails, text messaging or electronic messaging for program-related information is permitted.
Telephone
One-on-one telephone communication with youth is prohibited except when necessary for program application, acceptance, or essential program-related communication.
Recording Devices
The use of any device capable of recording or transmitting visual images of youth in situations where privacy is expected is prohibited.
OI reserves the right to monitor or review program-related electronic communications involving youth when necessary to ensure compliance with this policy and applicable law.
Privacy and Personal Information
Covered Individuals must respect the privacy of youth in situations such as changing clothes or showering and intrude only to the extent necessary to protect health and safety. Covered Individuals must also protect their own privacy in similar situations.
Separate shower and restroom facilities shall be provided for all genders when available. When separate facilities are not available, separate usage times shall be scheduled and clearly communicated.
All documents containing personal or medical information about youth shall be treated as confidential. Access to such information shall be limited, and records shall be maintained and destroyed in accordance with applicable laws and OI record retention policies.
Conduct Standards
Grooming Behaviors
Grooming behavior is any behavior where any individual tries to create inappropriate trust, access, or emotional dependence with a youth to break boundaries or enable misconduct. Any such behaviors are prohibited.
Hazing and Bullying
Hazing, initiations, bullying, cyberbullying, and any form of abusive behavior toward or in the presence of youth are prohibited. Physical restraint may be used only when necessary to prevent immediate harm and must be minimal, documented, and promptly reported to the person in charge of the program and the youth’s parent or legal guardian.
This policy applies to both adult-to-youth and youth-to-youth behavior.
Socializing and Boundaries
Unsupervised socializing with youth outside of Optimist programs or inviting youth to one’s home is prohibited. Engaging in sexual activity, making sexual comments or jokes, sharing sexually explicit material, or discussing romantic or sexual topics with youth is prohibited.
Background Checks
All adults who are registered for, participating in, transporting youth to, or staying overnight at any Optimist-sponsored event involving direct contact with youth are required to successfully complete a criminal background check, as often as required, in accordance with applicable local laws. A successful background check is defined as one that reveals no disqualifying convictions as determined by OI policy. Covered Individuals who do not successfully complete the background check are not eligible to participate in any youth-serving activities.
Covered Individuals whose background check results are unclear, incomplete, or potentially disqualifying will be notified and provided an opportunity to appeal. Individuals subject to adverse action retain the right to appeal in accordance with OI policy. Final eligibility determinations rest with the OI Executive Director (in cases of an international level activity) Optimist Club Board of Directors (in cases of a local activity).
Training and Education
All Covered Individuals must complete youth protection training upon onboarding, and annually on this Youth Protection Policy and related best practices.
Conflicts with Law
In the event of a conflict between this policy and applicable local law, the highest applicable standard of conduct shall prevail.
Governance, Enforcement, and Review
Violations of this policy will result in disciplinary action consistent with OI bylaws, policies, and applicable law. Disciplinary measures may include, but are not limited to, removal from office, termination of volunteer service, suspension from youth-serving activities, or any other action deemed appropriate. All violations should be reported to the appropriate Board level (e.g. Club, District, OI).
Board Approval: March 2012; July 2018; March 2019; March 2020; May 2023; June 2023
( Mar 2026 )