Colorado Rapids Youth Soccer Club Social Media and Electronic Communication Policies

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1 Clrad Rapids Yuth Sccer Club Scial Media and Electrnic Cmmunicatin Plicies OVERVIEW Online, scial media and ther electrnic cmmunicatin tls such as text messaging have becme a prevalent and effective means f persnal and prfessinal cmmunicatin, and have fundamentally changed the way many peple and rganizatins interact. This plicy sets frth ur expectatins with respect t the use f nline and scial media, as well as ther frms f electrnic cmmunicatins, by all Clrad Rapids Yuth Sccer Club ( RAPIDS YOUTH SOCCER ) caches, players, parents, staff, vlunteers and administratrs. The term scial media as used in this plicy encmpasses a wide array f nline media and cmmunicatins and their scpe is cnstantly evlving. Fr purpses f this plicy, the terms nline media and scial media are t refer t internal and external websites, blgs, nline scial netwrks (e.g., Facebk, Twitter, LinkedIn), wikis, vide and pht sharing sites (e.g., YuTube, SKYPE and Flickr), and ther frms f persnal nline publishing and discurse. Plicies regarding text messaging, and individual telephnic cmmunicatins are als cvered by these plicies. Scial media frums are typically public. Even when using scial media fr purely persnal purpses, a persn s public expressins might affect their prfessinal identity and the rganizatinal interests f RAPIDS YOUTH SOCCER and ur members. Accrdingly, anyne participating in scial media must ensure that their participatin is cnsistent with RAPIDS YOUTH SOCCER plicies. That said; RAPIDS YOUTH SOCCER fully respects the interest ur emplyees, cntractrs and caches may have in participating in nline and scial media n a persnal basis. What ur emplyees, cntractrs and caches d utside f wrk n their wn time is nrmally their wn business. Hwever, activities f RAPIDS YOUTH SOCCER emplyees, cntractrs and caches utside f wrk that affect the rganizatin's reputatin, the emplyee s, cntractr s r cach s jb perfrmance, the safety f ur players, r ther RAPIDS YOUTH SOCCER persnnel are within the scpe f this plicy. Bth n and ff the field, safety and yuth prtectin shuld be a key fcus. RAPIDS YOUTH SOCCER is cmmitted t be an advcate fr yuth and t keep children and their privacy safe, bth nline and ff, and safety is always at the frefrnt f any cnsideratins where scial media usage is cncerned. With these bjectives in mind, all RAPIDS YOUTH SOCCER staff, cntractrs, vlunteers, administratrs, and caches must be familiar with and adhere t this plicy, regardless f whether they persnally use scial media, and must share this plicy with parents and players as apprpriate. INTERNET AND COMMUNICATION POLICIES FOR COACHES All scial media cmmunicatins must be public, and all cmunicatins n r thrugh them must be public. Being public means n private channels. Fr example, private Facebk grups, direct messaging r private invitatins t persnal Facebk pages, invite-nly YuTube channels, r Twitter, direct

2 messaging t individual players, and the like shall nt be permitted between caches and players. This enables administratrs t mnitr all cmmunicatin and help ensure there is n inapprpriate cmmunicatin between caches (including assistants and vlunteer caches) and players. This als serves t prtect caches. Abide by a tw-deep plicy fr all cmmunicatins and activities. This means at least tw RAPIDS YOUTH SOCCER-affiliated adults, r ne RAPIDS YOUTH SOCCER-affiliated adult and a parent, must be included r at least cpied n all messages t players. There shuld be n private messages and n ne-n-ne direct cntact thrugh Facebk messages, Twitter, direct messaging, Skype, chats, instant messaging (including but nt limited t Ggle Messenger, AIM, and the like) r ther similar messaging features prvided thrugh scial media sites. This tw-deep plicy als applies t all activities, utings, excursins, r ther meetings between an adult and a player. A cach may respnd t a direct inquiry via text message r frm a player regarding lgistics f practice times, cancellatins, schedules, etc. but ur caches shuld strive t include anther adult n messages whenever pssible. Caches and team representatives shuld nly use text messages and n issues that are sccer related and all cmmunicatins shuld include a parent r guardian cpied n the message where pssible. Caches and team representatives shuld avid cell phne cnversatins with players t the greatest extent pssible, and cell phne cmmunicatins shuld nly be used when abslutely necessary, and shuld nly be sccer related. Staff members, cntractrs, vlunteer caches, etc. may nt be "friends" n Facebk with a player. If yu pst cntent n any scial media site (e.g., Facebk, blg, discussin bard r cmment) and it has smething t d with wrk fr RAPIDS YOUTH SOCCER r subjects assciated with the rganizatin r any f its members, yu shuld include a disclaimer in substantially the fllwing frm: "The pstings n this site are my wn, persnal views and d nt represent the views r psitins f the Cmpany, its custmers, r persnnel." When prviding yur cntact infrmatin fr persnal business in scial media, yu shuld use yur persnal cntact infrmatin (such as a persnal address), nt yur RAPIDS YOUTH SOCCER cntact infrmatin. Yu shuld nly prvide yur persnal cntact infrmatin (e.g., persnal , phne number, hme r wrk address, etc.) fr sccer related business and the tw-deep plicy shuld be applied t all cmmunicatins. Respect privacy and cnfidentiality bligatins when psting phts r vides. Befre yu pst nline vide r phts that include images f players, it is yur respnsibility t btain cnsent frm their parent r guardian. If yu fail t d s and they subsequently bject, it is yur respnsibility t prmptly take dwn r therwise edit the psting in rder t prtect their privacy. RAPIDS YOUTH SOCCER will fully supprt thse wh wish t maintain their privacy in this regard.

3 INTERNET SAFETY FOR PLAYERS D nt give anyne nline, nt even yur cach r ther parent vlunteers, yur phne numbers at hme r schl, yur parents wrkplaces, r the name r lcatin f yur schl r hme address unless yu have yur parents permissin first. Never give yur passwrd t anyne but a parent r ther adult in yur family. D nt friend yur cach n Facebk r ther scial media sites. D nt participate in ne n ne cnversatins via text message, r telephne with yur cach fr anything ther than sccer related business. D nt participate in ne n ne cnversatins via Skype, Facebk r ther scial media sites with yur cach. If yur cach r any ther adult sends r shws yu r any type f direct message/wall pst r text message with images r wrds that make yu feel uncmfrtable, d nt respnd. Tell a parent r trusted adult abut the message r what happened. Tell a parent r guardian abut any calls r texts yu receive frm a cach that discuss anything ther than sccer related issues. If yur cach r any ther adult tells yu t keep what s ging n between the tw f yu secret, tell a parent r guardian immediately. Be careful t whm yu talk t n the Internet. If smene starts talking abut subjects that make yu feel uncmfrtable, tell a parent r guardian. Keep in mind that a persn yu dn t knw wh is trying t talk t yu n the Internet culd be an adult psing as a kid. Pay attentin if smene tells yu things that dn t fit tgether. If ne time an nline friend says he r she is 12, and anther time says he r she is 14. That is a warning that this persn is lying and may be an adult psing as a kid. Unless yu talk t a parent abut it first, never talk t anybdy by phne r text message if yu knw that persn nly nline. If smene asks yu t call even if it s cllect r a tll-free, 800 number that s a warning. That persn can get yur phne number this way, either frm a phne bill r frm caller ID. Never agree t meet smene, including a cach r RAPIDS YOUTH SOCCER staff r vlunteer, at any place ff-line in the real wrld, unless yu have a parent s permissin. INTERNET SAFETY FOR PARENTS Discuss internet safety, and the Internet Safety fr Players, sectin abve, with yur children. Let yur children knw that their cach, and ther adults, shuld nt cmmunicate with them withut yur explicit knwledge and apprval. Review yur child s nline and electrnic cmmunicatins as apprpriate t minimize risk. Reprt any suspicius nline r electrnic cmmunicatins t the club executive directr as sn as pssible.

4 If apprpriate, reprt any suspicius nline r electrnic cmmunicatins t the apprpriate authrities as sn as pssible. REPORTING, INVESTIGATION AND RESOLUTION OF SUSPICIOUS INTERNET AND ELECTRONIC COMMUNICATIONS All suspicius internet and electrnic cmmunicatins shuld be reprted t the executive directr, Jn Gldin-Dubis, The Executive Directr will investigate all claims f inapprpriate activity in cncert with the Risk Management fficer, Brenda Huse, Any reprts f inapprpriate activity will be reprted t the legal cmmittee f the bard f directrs, t cntractual partners that require such infrmatin and t Clrad Yuth Sccer. Reprts f inapprpriate activity may als be reprted t law enfrcement authrities and human services departments as apprpriate. Pending the investigatin f reprted suspicius activity, the executive directr may prhibit cntact between a staff member, a cach, cntractr r vlunteer and all members f the club as deemed apprpriate. Upn cnclusin f the investigatin, the executive directr, acting n the advice f the Risk Management Officer, the legal cmmittee and Clrad Yuth Sccer, shall make a determinatin regarding future participatin f the individuals invlved in club activities. In the event f suspensin r terminatin f a staff member, cntractr, cach r vlunteer the executive directr shall prvide a means f appeal f the decisin as required by the CYS KIDSAFE plicies. GUIDELINES FOR RAPIDS YOUTH SOCCER PERSONNEL Scial media must be mnitred. A qualified staff member r vlunteer shuld have the respnsibility f regularly mnitring scial media channels, and backup administratrs/mnitrs shuld be designated s there is n gap in the mnitring. Be prepared t respnd t negative r inaccurate psts nly if a respnse is warranted. Sme negative cmments d nt require a respnse, while thers shuld be taken seriusly and addressed. Factrs such as the number f fllwers and the severity f the cnversatins shuld temper if and hw yu respnd. Inapprpriate psts r cmments shuld be dcumented and remved immediately. Direct media inquiries t the apprpriate persn. Media inquiries cming thrugh scial media shuld be referred t the Executive Directr r a designee fr an fficial respnse. Be respectful. When disagreeing with thers pinins, remain apprpriate and plite. If yu find yurself in a situatin nline that lks as if it s becming antagnistic, d nt get verly defensive and d nt disengage frm the cnversatin abruptly. Ask the apprpriate persnnel r the Executive Directr

5 fr advice n hw t disengage frm the dialgue in a plite manner that reflects well n RAPIDS YOUTH SOCCER. Safety and yuth prtectin shuld be a key fcus at all times. Any and all reprts r allegatins f inapprpriate r ptentially abusive behavir must be prmptly reprted t the Executive Directr. The Executive Directr r apprpriate designee must thrughly investigate any and all reprts r allegatins f inapprpriate r ptentially abusive behavir. All RAPIDS YOUTH SOCCER persnnel must cmply with this plicy. In the event RAPIDS YOUTH SOCCER perceives any nline cmmunicatin activities by an emplyee, cach r vlunteer as cmprmising the integrity f the rganizatin r the safety f ur members in any respect, RAPIDS YOUTH SOCCER may request such cmmunicatins t cease. Such cmmunicatins may be reprted t authrities if deemed apprpriate by the Executive Directr r ther members f the Rapids Yuth Sccer staff. Vilatins f this plicy will result in crrective actin including disciplinary actin r dismissal when apprpriate.

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