Supplementary Information

Ensuring Youth Safety During Transportation

Ensuring the safety of youth during transportation is vital due to legal and ethical considerations. City Staff should build trust with parents and guardians while reinforcing the city's reputation for responsibility and care. These guidelines help prevent accidents and injuries and protect the city from potential legal liabilities and penalties.

Who Does This Apply To:

• City Staff assigned to or managing youth programs.
• Contractors and subcontractors who, for at least 16 hours a month, provide, supervise, or manage youth services or are present at youth program facilities.
• Volunteers are not allowed to transport youth.

Alignment with Best Practices

These guidelines align with the Personnel Department’s policies, which outline qualifications for driving city vehicles. Prior major driving infractions generally disqualify employees from driving. They are also informed by best practices from organizations like the Department of Parks and Recreation, City of Santa Monica, Los Angeles County Probation Department, U.S. Department of Health & Human Services, and universities such as UC Berkeley and UC Davis.

City Staff should follow the Department of General Services Fleet Services Division, Motor Pool Policy, which includes:

• Using motor pool vehicles only for City business; personal use is prohibited.
• Requiring a Trip Card, proper authorization, a valid driver’s license, and City ID to check out vehicles.
• Returning vehicles the same day unless overnight use is authorized, with specific forms required for garaging vehicles at home.
• Inspecting vehicles, reporting damage, and following accident procedures.
• Operating vehicles efficiently and obeying all traffic and safety regulations.

Codes of Conduct in Transportation

Drivers must adhere to the Codes of Conduct for Adults and follow these additional guidelines when transporting youth:

• Never transport minors alone in a vehicle unless it’s an emergency.
• Obtain written parent permission forms and medical releases for all youth on the trip and carry them (electronic or paper) during the trip.
• Use a generalized permission form for ongoing trips but complete a new form for each new trip or if trip details change.
• Avoid unauthorized stops unless in an emergency.
• Plan and pre-approve routes with program managers and have alternate routes for obstacles like traffic or accidents.
• Document trip start/end times, mileage, names of youth, and destinations.
• Record any unusual occurrences, such as vehicle breakdowns, accidents, medical emergencies, severe weather, behavioral issues, or traffic delays.

Excerpt from Motor Pool Policy

• Report vehicle problems to the Motor Pool Dispatch Office at (213) 978-3172.
• Report accidents and follow instructions in the Vehicle Accident Report Envelope in the glove compartment.
• Report maintenance issues or breakdowns to the Motor Pool Dispatch Office during business hours. For off-hours emergencies, contact the 311 Call Center for the Emergency Road Mechanic.

By following these guidelines, City Staff can ensure youth safety during transportation while maintaining compliance with legal and ethical standards.

Download the YDD City Motor Pool Policy Acknowledgement

Respect & Protect Privacy

Always obtain youth and parental consent before capturing or sharing images or personally identifiable information (PII) of youth on social media or other platforms. This ensures privacy and safety. PII includes:

• First and last names
• Physical addresses or geolocation data
• Screen names, usernames, or email addresses
• Phone numbers
• Photos, videos, or audio recordings of a child (blur backgrounds if needed)
• Hobbies or activities that may pose risks

Use consent forms for sharing photos or location details, and allow youth or guardians to request content removal.

Communicate via Appropriate Channels

Maintain professional boundaries by using only official accounts to communicate with minors. Avoid personal social media interactions and keep communications transparent, involving at least three individuals (e.g., a colleague, parent/guardian, or multiple participants). Limit private, one-on-one interactions to emergencies or time-sensitive situations.

Minor’s Privacy Policy

The City’s Privacy Policy for minors ensures:

• Parental consent is required before collecting, using, or disclosing a child’s personal information.
• Parents can review, revoke consent, or request deletion of their child’s information.
• Changes in information practices require renewed parental consent.

This policy prioritizes the safety and privacy of minors in all interactions.

Download the UN General Assembly Child Rights Motion

Download the IEEE Framework for Age Appropriate Digital Services for Children

Show Respect

Treat yourself, your peers, and program staff with respect. Be open-minded, even if you don’t agree with someone’s opinion. This includes respecting others’ ethnicity, race, religion (or lack of), color, national origin, sex, sexual orientation, gender, age, and disability.

Set Boundaries with Adults
Know how to interact appropriately with adults and prioritize your safety in these interactions.

Use Respectful Language
Always use appropriate language. Avoid swearing, slurs, insults, or anything else that could hurt someone else.

No Harassment or Bullying

Do not engage in any behavior that can be seen as dehumanizing, intimidating, or threatening. Be mindful of what you say, share, or comment online.

Take Responsibility
Own your actions and their consequences. Understand that your choices affect yourself and others, and be ready to accept the outcomes, whether they’re good or bad.

No Illegal Activities

Refrain from any illegal activities, such as stealing, fraud, assault, or damaging City property. By adhering to these codes of conduct, youth contribute to a safe, inclusive, and respectful environment for everyone involved in city programs

Stay Drug-Free
Do not use illegal drugs, consume alcohol, or misuse prescription drugs while in youth programs. This also includes avoiding tobacco or cannabis if you’re underage.

Download the USC Policy & Governance for Protecting Minors

Preventing Child Abuse Through Background Checks and Training

To reduce the risk of child abuse, all adults working with youth in city programs must complete (1) a criminal background check, (2) child abuse prevention training, and (3) mandated reporter training.

Who This Applies To:

• City Staff, Volunteers, and Contractors working directly with youth.

Background Checks
Fingerprinting and submission to the Department of Justice are required for all staff and volunteers. One-time volunteers must undergo at least two screening methods, such as Live Scan fingerprinting, written applications, interviews, or reference checks

Training Requirements

Adults interacting with youth must complete training on:

• Identifying and preventing physical, emotional, and sexual abuse, and neglect.
• Recognizing signs of abuse and grooming behaviors.
• Reporting obligations and procedures.

Mandated Reporter Training
Mandated reporters must report suspected abuse immediately by phone and submit a written report within 36 hours to DCFS or LAPD. Training is required for all staff, volunteers, and contractors before starting work and biannually thereafter.

Assembly Bill (AB) 2085
This 2023 law modifies the definition of reportable general neglect. Training on AB 2085 helps mandated reporters make accurate and equitable decisions about reporting suspected neglect.

Additional Training

The Youth Development Department offers training on topics like appropriate conduct with minors, active shooter preparedness, human trafficking, and domestic violence exposure.

By implementing these measures, the City ensures a safe environment for youth and complies with legal and ethical standards.

Download California Assembly Bill 506