Questions you might ask a group to consider:
- What types of meetings do adults have with children or vulnerable adults in our organization (e.g., mentoring, support sessions, feedback, behavior correction)?
- Should all meetings be scheduled and documented, or are informal check-ins acceptable?
- What are the expectations around location? Should meetings only take place in public or observable settings?
- Are there any types of meetings that require more than one adult present (e.g., behavior incidents, emotional disclosures)?
- Should participants ever be allowed to request a private meeting with an adult? If so, what rules should apply?
- How do we prevent meetings from becoming overly personal, emotionally dependent, or outside the adult’s role?
- Should parents, caregivers, or supervisors be notified before or after certain types of meetings occur?
- How do we balance the need for privacy (e.g., emotional support) with the need for visibility and oversight?
- What recordkeeping or documentation should follow a meeting, especially if sensitive topics are discussed?
- How do we ensure consistency across programs, roles, or sites in handling meetings?
Discussion items:
Items to guide a discussion around meetings relating to behavior requirements in youth or vulnerable adult-serving organizations:
All meetings between an adult and a participant must be scheduled, documented, and approved when possible. Ad hoc private conversations are discouraged and must follow visibility, interruptibility, and reporting protocols.
We understand that meaningful connections often happen during informal moments. When these moments arise, adults must still observe behavioral boundaries and report any one-to-one conversations that involve personal disclosure or behavior concerns.
Meetings must occur in observable, interruptible spaces—never behind closed doors or in secluded areas. Transparency is critical, regardless of the topic being discussed.
We recognize that some discussions require a degree of privacy. In those cases, adults must position themselves in a way that maintains visibility (e.g., open doors, windows, shared spaces with distance).
No adult may meet alone with a participant repeatedly or for extended periods without supervisor awareness and approval. Repeated one-on-one contact introduces risk and can suggest favoritism or grooming.
We know that trust can build over time. That trust must never replace oversight. The closer the connection, the greater the need for structural boundaries.
Adults must not use meetings to explore topics outside their role or training. Therapy, spiritual counseling, health-related, or emotional processing must only be conducted by appropriately trained professionals in approved settings.
We believe participants should have access to support when needed. Meetings focused on support must still be documented and shared with a supervisor to ensure alignment with organizational responsibilities.
Any meeting that involves correction, discipline, or sensitive disclosures must be reported and documented immediately. This protects both the adult and the participant and enables appropriate follow-up.
If you’re unsure whether a meeting is appropriate or requires documentation, assume it does. Proactive reporting supports a culture of accountability and protection.