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Guidelines for Virtual Events

Science Rendezvous (SR) requires all volunteers working with youth and vulnerable individuals must be positive role models, and act in caring, honest and respectful and responsible manner that is consistent with the mission and guiding principles of SR, the affiliated research institution and any other partner organization. Risks and challenges associated with working with the vulnerable sector are also present online. All SR volunteers and participants must follow the below guidelines:

Do not have one-on-one interactions with minors. SR events are family events~ please include on all registration pages the following: “all children participating in SR virtual events must have parent consent and active participation. At no time will SR or the Affiliated research institution or partner take responsibility for monitoring an individual from the vulnerable sector, they are the parent’s responsibility and we require the parents presence and active participation at all times.” Check box to agree- sign off with parent birth date and email to complete registration etc..
For every virtual event involving a volunteer there must be at least one other adult EMPLOYEE of either SR or the affiliated research institution or partner participating in any virtual programming affiliated with SR.
No volunteer will engage or communicate with minors through email or text messages, social networking websites, internet chat rooms, or other forms of social media at any time – All virtual communication must be limited to the registered event only.
Professional, business casual attire is required when interacting with the vulnerable sector online.
Be mindful of our surrounding. Do not display an unprofessional or inappropriate background when interacting with minors online, such as inappropriate images or words on the wall or on the virtual background.
Do not allow unsupervised interactions between minors during the virtual programming, such as in breakout rooms.
One event lead must monitor all video and comments and immediately stop inappropriate behaviour by removing the participant. Please include the following on all registration forms: “All forms of inappropriate behaviour, language, cyberbullying or any disrespectful comments or inappropriate images is strictly prohibited and will result in the removal from the event.”
Under no circumstances should any person involved in a SR event engage in any sexual activity, undress, show nudity (on themselves or others) make sexual comments, tell sexual jokes, or share sexually explicit material (or assist in any way to provide access to such material).
Do not use, have visible or be under the influence of alcohol, marijuana or illegal drugs while participating in any SR virtual event.
Do not tell a minor “this is just between the two of us,” or use similar language that encourages minors to keep secrets from their parent/guardian or anyone else.

Online Programming Requirements

Virtual interactions that take place between minors during the course of the program, in any environment, including breakout rooms, must be supervised by parents and at least 2 SR or Affiliate/Partner Staff members.
Recording virtual interactions, such as hands on activities and instruction, may allow the more individuals to view materials, however, if the plan is to record, do not allow participant video (demonstrator video only). If your program or activity intends to record any virtual interactions, please ensure that minors and parents/guardians are notified in advance, no participant video is included, and that no identifying names are permitted on screen at any point.
Make sure the virtual meeting is set to private and that individuals who have not been invited to the meeting cannot enter the virtual space~ registered participants only.
All public events must be LIVE STEAM only using an appropriate platform such as Youtube Live, Instagram Live or Facebook Live. Ensure that comments or chat features are limited if possible and that personal contact information is not being shared. A second administrator/monitor must be involved to remove/hide inappropriate comments immediately.

Resources

Affiliate sites and partners must review the nature of the programming, and consider the below quote from the RCMP. It may be necessary to require certain volunteers to obtain a vulnerable sector screening through their local police~ leave enough time to receive the returned screening before the event. Consult with your institution, organization or local police station for more information:

“People who volunteer or have jobs where they are in positions of trust or authority over children (under age 18) or vulnerable persons can be asked to obtain a vulnerable sector check.
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‍Being in a position of trust or authority is more than just having contact with children or vulnerable persons. To meet the legal requirements for a vulnerable sector check, the nature of the position – not the person – must cause the person to have authority over, or trust of, children or vulnerable persons.” (emphasis added)