Policy
Safeguarding Procedures
Last updated: July 18, 2026
Purpose
These procedures support the Child Protection & Safeguarding Policy by describing practical expectations for reporting, reviewing, and responding to safety concerns involving youth athletes.
Who Must Follow These Procedures
These procedures apply to KairoLink staff, board members, coaches, mentors, volunteers, contractors, partners, sponsors, and anyone acting on behalf of KairoLink around youth athletes.
Adult Conduct Expectations
Adults should maintain appropriate boundaries, use respectful language, avoid private or secretive one-on-one interactions when possible, avoid favoritism, follow supervision rules, and never use their role to exploit, pressure, shame, threaten, or isolate a youth athlete.
Communication Rules
Program communication with youth should be transparent, program-related, and appropriate. Parent or guardian involvement should be included when practical, especially for scheduling, travel, recruiting, media, health, academic, disciplinary, or opportunity-related communications.
Reporting Safety Concerns
Concerns about abuse, grooming, harassment, bullying, discrimination, unsafe travel, exploitation, retaliation, or inappropriate adult behavior should be reported promptly to KairoLink leadership through info@kairolink.org or the Contact page. If a child is in immediate danger, emergency services or local authorities should be contacted first.
Initial Response
KairoLink should take reasonable steps to protect the youth athlete, separate involved parties when appropriate, preserve relevant information, document the concern, notify appropriate leadership, and determine whether parents, guardians, authorities, or external advisors should be contacted.
Review and Documentation
Safeguarding concerns should be documented with the date, people involved, reported facts, immediate actions taken, follow-up steps, and final resolution where appropriate. Records should be kept confidential and shared only with people who need access.
Restrictions During Review
KairoLink may pause, restrict, or remove an adult’s program access during review of a safeguarding concern. This may include suspending coaching, mentoring, transportation, communication, media access, or event participation.
Retaliation Prohibited
KairoLink does not tolerate retaliation against anyone who raises a concern, supports a youth athlete, participates in a review, or refuses unsafe conduct.
Training and Updates
KairoLink should review safeguarding expectations with staff, volunteers, coaches, mentors, and relevant partners. Procedures may be updated as programs grow, legal requirements change, or operational risks are identified.