Minor Protection & Youth Safeguarding Policy

EHAS Inc. is committed to protecting the safety, dignity, privacy, and wellbeing of every participant under age 18. This policy applies to directors, employees, contractors, interns, mentors, volunteers, and others acting on EHAS's behalf during in-person, virtual, and off-site activities. For 18–19-year-old participants, EHAS applies appropriate youth-program boundaries while respecting their legal status as adults.

The Board designates a Safeguarding Lead and alternate, with written contact information supplied to staff, youth, and families. All adults must complete role-appropriate orientation, follow approved procedures, promptly report concerns, and cooperate with protective measures. Partner-site rules apply where more protective; conflicts must be escalated to the Safeguarding Lead.

Before unsupervised youth contact, EHAS will verify identity, references, suitability, and background screening appropriate to the role and applicable law, including Level 2 screening when legally required. Screening status and renewals are tracked confidentially.

All youth-facing personnel receive safeguarding, reporting, boundaries, and digital-safety training before assignment and periodic refreshers. Screening alone never replaces active supervision.

We use observable, interruptible spaces and a two-adult practice whenever reasonably possible. Isolated one-on-one meetings are avoided; any approved exception must be documented and have safeguards.

No corporal punishment, humiliation, threats, bullying, grooming, sexualized conversations, favoritism, secret-keeping, inappropriate gifts, or unauthorized physical contact is permitted. Youth participation in storytelling is voluntary; no one is required to disclose trauma, health, immigration, or family details. Staff do not provide clinical therapy unless appropriately licensed and authorized.

EHAS uses approved registration and emergency-contact processes, sign-in/sign-out controls, attendance records, and age-appropriate supervision plans. Caregiver permission is obtained where required for participation, field trips, transportation, and medical emergencies.

A minor is not transported alone or in a private vehicle without prior EHAS authorization, caregiver consent, and documented safeguards. Procedures are set for missing children, emergencies, accessibility, and partner-site handoffs.

Youth contact uses approved organizational communication channels, not private disappearing-message accounts. A caregiver or another authorized adult is included when appropriate, and records are retained in approved systems. There is no direct messaging outside the program's established hours except for urgent safety needs.

Only age-appropriate AI tools and accounts approved by EHAS and the host site may be used. A minor's address, school ID, medical or family details, passwords, identifying photographs, or confidential records are never entered into AI tools. We teach verification of AI outputs, cyberbullying prevention, privacy, and respectful online conduct.

We provide understandable participant and caregiver notices describing program participation, information collection, intended uses, and who may access information. Separate, documented permission is obtained for identifiable photos, recordings, testimonials, and public posting, with a practical way to decline without losing access to core services.

We collect only necessary data, restrict access, and store and dispose of records according to our Data Privacy Policy and applicable requirements. Absolute confidentiality cannot be promised when safety or mandatory reporting duties apply.

Anyone who suspects abuse, neglect, exploitation, grooming, or an imminent threat must prioritize the child's safety. In immediate danger, call 911.

In Florida, suspected child abuse should be reported promptly to the Florida Abuse Hotline at 1-800-962-2873 or through the official reporting portal, without waiting for internal approval. The EHAS Safeguarding Lead should then be informed where safe to do so. If the allegation concerns the Lead, notify the alternate or Board designee instead.

For Jamaica or other jurisdictions, applicable local reporting requirements and emergency channels are followed immediately. No one should investigate personally, confront the alleged offender, or discourage reporting.

When a young person discloses a concern, adults listen calmly, thank the young person for speaking, and do not ask leading questions, promise secrecy, or press for a detailed account. Facts and the youth's own words are recorded as soon as practical, confidentiality is kept on a need-to-know basis, evidence is preserved, and trained authorities are involved.

EHAS will remove an accused person from youth contact as appropriate pending review, without prejudging the outcome, provide appropriate support and referrals, and prohibit retaliation. Serious incidents are documented, escalated, and followed by corrective action.

Youth and caregivers have accessible reporting paths, including a named contact and an alternative contact. Incidents, training completion, screening renewals, partner arrangements, and safeguarding risks are reviewed at least annually and after any serious incident. The Board reviews this policy at least annually and whenever laws or program delivery materially change.