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HomeMy WebLinkAbout605.004 - Code of Ethics Section 605.004 Page 1 of 6 FIRE EXPLORER MANUAL RULES AND REGULATIONS 605.004 CODE OF ETHICS EFFECTIVE: JANUARY 2008 Current Revision Date: 3/01/22 Next Revision Date: 3/01/25 Author’s Name/Rank: Kerri L. Donis, Fire Chief Review Level: 1 Administrative Support: Annette M. Grieser, Executive Assistant ADA PURPOSE The responsibility of creating and maintaining a climate that supports the growth, safety and welfare of youth program participants is that of the Fresno Fire Department (FFD or Department), as well as that of Fire Explorer Advisors in leadership positions (Explorer advisors/leaders). APPLICATION Adult Explorer Advisors/leaders can be mentors, role models, and trusted advisors for youth members. Program advisors/leaders should be capable of establishing good working relationships with the youth members they are working with and will exercise good judgment in all matters concerning the program. Adult leaders must understand they will have influence over the youth and accept that for the huge responsibility it is. Important attributes of an Explorer advisor/leader are: Good communication skills Awareness of self and others Sensitivity Problem-solving abilities Good decision making skills Positive attitude OPERATIONAL POLICY Code of Conduct: 1. Position of Advisor: Explorer Advisors/leaders and older youth in leadership roles are in a position of stewardship and play a key role in fostering the growth and emotional development of individuals and the community at large. Advisors will be qualified to provide the nurturing, care and support that will enable young adults to develop a positive sense of self, independence and Section 605.004 Page 2 of 6 responsibility. The relationship between young people and their leaders will be one of mutual respect if the positive potential of the relationship is to be realized. 2. Fraternization of Program Members: Explorer advisors/leaders play a key role in assisting youth members in growing emotionally and developing healthy self- esteem. Therefore, Explorer Advisors/leaders shall refrain from any inappropriate behavior that includes sexual harassment or anything that constitutes verbal, emotional or physical abuse. Explorer Advisors/leaders shall be informed of this code of ethics and agree to it before assuming their role. In cases where this code is violated, appropriate legal action must be taken. As the ages of those in youth programs can be so close to those of young firefighters and emergency responders, it is imperative that strict fraternization discipline be maintained. (For example, dating between youth program members and adult Department members shall not be permitted.) OPERATIONAL GUIDELINE Training and Education of Explorer Advisors/Leaders: The Explorer program will provide initial and ongoing training for youth members as well as for Explorer Advisors/leader. For adult Advisors/leaders involved with the program, training and education on general policies that incorporate related state and federal laws are essential. The following topics will be considered and addressed during initial and ongoing youth leader training: 1. General Policy Overview: FFD administrators, Explorer Advisors/leaders, and youth leaders will receive training on general policies that incorporate state and federal laws and provide for the overall governance of the youth program. This includes a youth program handbook that incorporates the overall scope of the program, including guidelines and policies. 2. State and Federal Child Labor Laws: The goal of a youth firefighter program is to allow members to learn about firefighting, train with experienced firefighters and, in some cases, assist at emergency scenes. It is important to balance the desire to encourage the educational efforts of youth members with the need to protect them from potentially dangerous situations. 3. Health, Medical and HIPPA: The Health Insurance Portability and Accountability Act (HIPPA) of 1996 is a federal mandate that is specific to protecting the confidentiality of a person’s medical information. The law is clear Section 605.004 Page 3 of 6 about specific medical information that may be shared with others and states the Department must have internal controls for all medical records. (For example, medical records must be kept separately from his/her personnel file.) Explorer advisors/leaders must be cognizant of these regulations as they will be dealing with medical information during the application and approval processes. In addition, program advisors/leaders must introduce the members to HIPPA regulations in the event they ever become privy to a patient’s medical information. Any injuries sustained while members are participating in the program will also likely have to be documented under HIPAA regulations, and other state statues and administrative regulations may also apply. 4. Photo Release: To avoid any misunderstandings and/or conflicts, including potential legal action, parents/guardians will sign a “media release” found in the application process/forms of all youth members. 5. Retention of Records: As the Department is accountable to various state and federal regulations regarding records retention, Explorer Advisors/leaders should comply with the same requirements. Protecting All Parties: Explorer Advisors/leaders will submit to a standardized screening procedure, overseen by the Department’s designee. This screening procedure will verify that person’s information regarding his/her background and legal history, as well as check for any incidents that involved minors. A local, state and/or national criminal history check must be conducted not only for all the Explorer Advisors/leaders, but also for those adults working with the program in other capacities, such as running a training class, event chaperone, etc. No one convicted of criminal sexual behavior or physical abuse will be allowed to participate with the youth program in any capacity. 1. Expectations: Approved Explorer Advisors/leaders will be required to honor and follow all received training and understand they are obligated to follow the highest moral standards possible. Advisor expectations include the following: a. Youth Protection Training for Adults: Training should exist for the safety of all youth members and for the protection of Explorer Advisors/leaders. The training is a guide for adult Advisors/leaders to guard against all possible forms of abuse: physical, sexual and emotional, as well as abuse of neglect. Youth protection training can be accessed through the Fire Exploring website at www.learningforlife.org. Youth program leaders should receive yearly refresher training as well. Section 605.004 Page 4 of 6 b. Youth Protection Training for Youth: It is imperative that youth members be educated in youth protection training as well as adult Advisors/leaders. A Fire Exploring video, “Personal Safety Awareness” trains youth in such areas as internet safety, pornography, date rape, peer sexual harassment, suicide, and depression. c. Two-deep Leadership: Two Explorer Advisors/leaders must be present at each activity involving youth members. Exceptions must be approved on a case-by-case basis by the Fire Chief. Youth activities will be held in facilities and rooms that allow as much open access and visibility as possible. All activities are subject to monitoring by staff or appointed personnel. d. Individual Consultation: Consultation between an adult Advisor/leader and a youth member must be done within the two-deep framework. In situations that require personal conferences, mentoring or counseling, it should be conducted in facilities and rooms that allow as much open access and visibility as possible, with at least one other approved leader present in the area. The counseling should be as public as possible without sacrificing effectiveness. Unplanned individual contact on outings (such as for counselling purposes) must be done in view of another adult or group of youths. Planned individual contact outside the Department’s building must occur only in public places and with the prior consent of the youth and parent/guardian. e. Respect of Privacy: Explorer Advisors/leaders shall respect the privacy of youth members in situations such as use of restrooms, changing uniforms or taking showers after training or on overnight outings; they should only intrude as someone’s health or safety is at stake. Explorer Advisors/leaders shall also protect their own privacy in a similar situation. f. Separate Accommodations: In the case of an overnight activity, a minimum of two adult Advisors/leaders must be present as supervisors. If both male and female youth program members are present, there will be every attempt made to provide both male and female adult supervisors as well. If these conditions cannot be met, the event cannot take place. When staying at overnight accommodations, every effort will be made to avoid having an adult Advisor/leader share a room with youth members (unless the adult is a parent/guardian). There should be no occasion where one adult Advisor/leader and one youth member share a room. g. Secret Activities: There shall be no “secret” activities. All aspects of the Department’s program are open to observation by parents/guardians and other Department members. Confidentiality or secrecy is not a privilege of Explorer Advisors/leaders, or any adult leaders within the program, while participating in activities involving youth members. Section 605.004 Page 5 of 6 h. Hazing Prohibited: Physical hazing and/or initiations are strictly prohibited and shall be banned from any Department activity. A zero-tolerance policy must be enacted beforehand that defines specific acts that are dangerous, lewd or otherwise illegal, the commission of which will be cause for immediate dismissal from the program and possible legal action. i. Sexual Harassment: Sexual harassment is a form of sex discrimination that violates Title VII of the Civil Rights Act of 1964. There shall be a zero- tolerance policy put in place to ensure said behavior does not occur within the Explorer program. By definition, “Unwelcome sexual advances, requests for sexual favors and other verbal or physical conduct of a sexual nature constitute sexual harassment when this conduct explicitly or implicitly affects an individual’s employment, unreasonably interferes with an individual’s work performance or creates an intimidating, hostile or offensive work environment.” j. Reporting of Violations: Persons covered by these rules are required to notify the Fire Chief, Chief Officer and/or Explorer Advisors/leaders if they witness any violations of these rules. 2. Risk Management: Risk management is a concern for all parties in the Explorer program, including youth members and certified senior members. The Department emphasizes the need for safe practices to be used during training and emergency situations. Youth members bring new challenges to risk management because of issues such as their age, lack of experience and energy, which can sometimes run ahead of their thought processes. 3. Liability Associates with Injury or Death: The highest priority for the Department is to keep all program members safe. This requires preparations for how these incidents will be handled and, preferably, avoided. a. Activity Guidelines: Guidelines will be established that outline activities youth members can be involved in. b. Emergency Response Protocols: Emergency Response Protocols will be establishing outline the parameters of youth member involvement during emergency responses. (For example, youth members shall not respond to incidents in their personal vehicles.) c. Parent/Guardian Responsibility: Parents/Guardians will read and understand the policies and procedures outlining activities of youth members. Parents/Guardians will need to fully understand the risks involved with training, motor vehicle accidents, medical calls and general firefighting/emergency response. A document outlining the areas of discussion shared with Explorer Advisors/leaders, the Fire Chief, and other Department administrators/representatives, will be executed Section 605.004 Page 6 of 6 acknowledging parents/guardians have given permission for their son/daughter to participate in the Explorer program. All forms and waivers are to be completed at the time of the application process. PROCESS This section intentionally left blank. INFORMATION This section intentionally left blank. DEFINITIONS This section intentionally left blank. CROSS REFERENCES The Health Insurance Portability and Accountability Act (HIPPA) of 1996 Civil Rights Act of 1964, Title VII