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MIPA Staff & Volunteer Handbook

As a youth program affiliated with Michigan State University, MIPA follows university rules and procedures to help ensure the safety of our participants. We require our staff and volunteers to also follow these policies.

We’ve also prepared some online training and resources for you. The MSU-sanctioned youth safety training video should be completed prior to the start of the program. MIPA may also require staff and volunteers who are not working directly under the supervision of the MIPA director to submit to a background check by MSU’s HR department.

Most of our events during the academic year are attended as school field trips, and some of these events may be considered open to the public (although most, if not all, are ticketed events). We may have a separate handbook for programs, like our summer workshop, where minors are in our care without other chaperones.

The rules and policies listed below are not all-inclusive. MIPA reserves the right to take any reasonable actions necessary to address health or safety issues to protect participants of our programs.

Questions, Support & Help

We’re here to support you in whatever you might need.

Information on how to contact the MIPA office and/or our event venues is below.

  • MIPA main office at MSU: 517-353-6761
  • MIPA Event Hotline: 517-258-0551 (We answer phone calls and texts to this number as we’re able to during our off-site events.)
  • Lansing Center: 517-483-7400
  • MSU Union: 517-355-3464

Field Work During the Pandemic

The COVID-19 pandemic creates challenges for student journalists (and also some opportunities). It’s possible that some students may have health issues that prevent them from interacting in person with people outside their households — even when social distancing. Field work can be an option for assignments, but please also give students options to use remote reporting techniques or report about people within their household instead of going out into the field.

Even though restrictions have been lifted in many places, please coach your students to avoid unnecessary risks and to be safe while reporting — even if they are vaccinated:

  • Avoid crowds and crowded places.
  • Practice physical distancing by staying 6 feet from any person with whom you do not live.
  • Follow recommendations about wearing a mask, especially when indoors, in crowded places (inside or outside) or when interacting with people who may not be vaccinated.
  • Practice good personal hygiene. Wash hands often with soap and water for at least 20 seconds. Use hand sanitizer that contains at least 60% alcohol if you do not have access to soap and water.
  • Clean and disinfect any equipment you use frequently, and limit the use of your equipment by others.

Technology

MIPA has a variety of equipment available to assist speakers with presentation. Information about available equipment is provided to speakers before our events, and we usually can provide additional support on-site during our activities. If you have specific needs, please let us know in advance so we can accommodate you.

Video Conferencing & Online Platforms

MIPA must have access to any video conference platforms or online shared spaces that you might be use with youth participations. We can provide you with access to our preferred video conferencing platforms and access to our various online systems.

Policies for Staff and Volunteers

All instructors, staff members and volunteers will be asked to review and sign a document that details Michigan State University conduct rules for youth programs. Those rules are included at the end of this guide, and the acknowledgement can be signed online via Docusign at the link provided.

Dress Code

  • Dress at most of our programs is casual and comfortable, but the goal for you should be for any staff member or volunteersto look like an authority figure (in a positive way).
  • We don’t like being sticklers about dress codes — but we expect the members of our team to look and act responsibly at all times.

Online Meeting Best Practices

  • Have a quiet place where you can lead online meetings.
  • Set up in front of a neutral background. This both protects your privacy (by not showing everyone watching what the inside of your house looks like) and avoids distractions (like people walking around behind you, etc.).
  • Use headphones and a microphone to improve sound quality and avoid audio problems.
  • Keep the camera at eye level. You may need to put your laptop on a stack of books to get it to the right height.
  • Make sure your space has good lighting so your face is clearly seen. Don’t set up in front of windows and lamps, which cause backlighting that shadows your face.
  • Model best practices for students. Avoid setting up in your bedroom. Set aside distractions like your cellphone and social media. Learn to use the mute button.
  • We recommend students have their cameras on (there are exceptions) and be dressed appropriately for all live online instructional activities.
  • Depending on the program, we may require advisers/teachers or chaperones be present. Chaperones should monitor online learning activities in a non-disruptive way.
  • Don’t share passwords and class meeting information outside of the class. Familiarize yourself with the tools available via any video conferencing platform you use to protect your meeting from uninvited individuals and avoid disruptive behaviors. 
  • You must have permission from the MIPA director BEFORE recording any class session that includes students. Distribution of any such recording including youth participants in our program should be restricted.
  • Avoid taking screenshots of online class meetings to share on your personal social media accounts. We’re sensitive about the need to protect the privacy of students.

Accessiblity of Materials

As you develop materials for presentations and handouts, it’s important to think about how to make them accessible for people with visual disabilities. (It’s often easier to plan for web accessibility standards from the start than to go back and fix things later.) MSU has published a guide to web accessibility. The MIPA office may be able to provide some tips as well.

Online content accessibility best practices share many characteristics with good design practices for print publications, including:

  • Text and contrast. Ensure that text has a strong contrast against the page background. (Good: Black text on a white background. Bad: Red text on a black background.)
  • Use more than color to denote differences in text. Add italics or bold, for example.
  • Use heading styles in web pages and software programs that support them. (Heading 1, Heading 2, etc.) Screen readers for users with visual impairments rely on these heading styles to know which content is most important and how it should be organized.
  • Use built-in functions to create bulleted and numbered lists. Screen readers rely on this formatting.
  • If adding images to a web page, make sure to include alternative text (alt text) to explain what is being illustrated. Screen readers “read” this information in place of images.
  • Instructional video or audio content MUST either have captions or include a transcript. Some video hosting platforms will create captions for you.
  • Use descriptive text for links. Link text like “Click here” provides little context to where the link is actually going.

Interactions with Youth Participants

  • You should avoid being alone, one-on-one, with a youth program participant. Meet with students in a public place (keep doors open, etc.) or with adults present. If you are alone with students, contact the MIPA office and a member of our team will drop in on your meeting as an observer.
  • If you set up an online meeting via any platform other than the Google Meet space MIPA provided with your Google Classroom space, you must provide access information to the MIPA director so that we can join at any time.
  • Avoid one-on-one electronic communications with minors. You can always copy MIPA (ask@mipamsu.org) or the student’s teacher on any email communication with students. This protects you, students and our program.
  • Do not have personal, non-programmatic related electronic communications with participants, including email, text messages and social media. Many educators do not follow or friend youth on social media, or allow youth to follow them if their account is otherwise set to private.
  • You may not give youth program participants permission to break any MIPA or university rules. If you think an exception needs to be made to one of our rules, you must first consult with a program director.
  • Please let a member of our leadership team know if a student appears to be struggling with some issue. Sometimes we know things (from forms and conversations with parents and teachers) that you don’t, and we can intervene in ways that you can’t or provide resources that may not be available to you.
  • Do not give personal gifts to participants.
  • Be aware that working in an online environment for our entire program opens the door to cyberbullying.

Other Rules

  • You may not possess, consume or be under the influence of alcohol, marijuana, or illegal drugs at any time you have responsibility for program youth participants.
  • You may not possess a firearm or other weapon at any time during our program.
  • You may not violate the University’s Anti-Discrimination Policy.
  • You may not engage in abusive conduct of any kind toward, or in the presence of, a minor.
  • You may not make sexual materials in any form available to minors or assist them in any way in gaining access to such materials.

Reporting Guidelines for Child Abuse and Other Harm to Children 

Michigan State University has developed policies for youth program operations and for the reporting of relationship violence, sexual assault, child abuse and other harm. MIPA follows these policies.

In summary, if a youth participant indicates in any way or you suspect that they may have been involved in an assault or abuse situation, you must report it (regardless of when or where the assault or abuse may have occurred). Members of certain professions, including K-12 teachers, are legally required under Michigan law to report such situations to child protective services. MSU has specific reporting protocols and MIPA will help you work through these procedures step-by-step should such a situation arise. Contact the MIPA office immediately.

If a child discloses abuse of any kind to you, we encourage you to stay calm, listen to the child, avoid displaying signs of shock or disapproval and then immediately contact MIPA leaders for support. It is not your responsibility to question the child or get all the details; you can help by providing the information to those best equipped to respond.

Questions about these policies and your role as a workshop employee should be referred to Jeremy Steele.

The following resources and policies are designed to help you, particularly if you have never received training in these areas:

Limits to youth participant confidentiality

Our program participants sometimes discuss sensitive situations, including past abuse, via writing assignments, in interviews with other students or in conversations with speakers, volunteers and MIPA staff.

Our policies shared with participants make it clear that MIPA staff and university employees, including MIPA workshop instructors, may not be able to maintain confidentiality in these situations when it conflicts with their responsibility to report certain issues to protect the health and safety of program participants, MSU community members and others. Essays, journals and other materials submitted to our instructors, staff and volunteers should not be considered confidential.

Volunteers and staff are required under Michigan State University policy and state law to report the following information to applicable university offices and/or law enforcement agencies:

  • Suspected child abuse/neglect, even if this maltreatment happened in the past;
  • Allegations of sexual assault or sexual harassment regardless of when or where an incident occurred; and
  • Credible threats of harm to oneself or to others.

These reports may trigger contact from a campus or law enforcement official who will want to talk with the youth participant about the incident.

When in doubt, talked to a MIPA leader about any issue of concern. We will guide you through any reporting requirements.

For additional resources, please visit https://youthprograms.msu.edu/parent-family/index.html 

Important MSU Policies

Information about MSU Policies Related to Title IX

The MSU Anti-Discrimination Policy and Relationship Violence and Sexual Misconduct Policy apply to all MSU students, employees, or third-party community members, including youth program participants.

Consistent with Title IX, MSU’s Relationship Violence and Sexual Misconduct Policy and Anti-Discrimination Policy expressly prohibit discrimination on the basis of sex. The Relationship Violence and Sexual Misconduct Policy provides a procedure for reporting and resolving complaints of sex discrimination (including sexual harassment and sexual assault), which applies to youth program participants.

What is Title IX?

Title IX of the Education Amendments of 1972 prohibits discrimination on the basis of sex in any education program or activity that receives federal funding.

Discrimination on the basis of sex includes: 

  • Excluding, separating, denying benefits to, or otherwise treating a person differently on the basis of sex
  • Sexual harassment
  • Sexual assault

MSU Title IX Coordinator

MSU’s Title IX Coordinator oversees the University’s compliance with Title IX, including its complaint procedures, and is available to meet with youth program participants about matters involving sex discrimination.

Nicole Schmidtke
Acting Associate Vice President & Title IX Coordinator
Office for Civil Rights and Title IX Education and Compliance
408 W. Circle Drive
Olds Hall, Suite 105
East Lansing, MI 48824
Phone: 517-355-3960
Website: civilrights.msu.edu

Reporting procedures and resources

All individuals are encouraged to promptly report possible violations of MSU’s Anti-Discrimination Policy and Relationship Violence and Sexual Misconduct Policy to MSU’s Office of Institutional Equity (OIE), law enforcement, or both. OIE is responsible for receiving and processing complaints of sex discrimination (including sexual harassment, sexual assault and sexual violence), which may involve an investigation. If a person is unsure about reporting and would like assistance in understanding the options, they may contact a Confidential Resource. A list of these resources is available at https://poe.msu.edu/resources/survivor-resources.html. A list of these resources specifically available for youth is available at https://youthprograms.msu.edu/reporting/index.html.

Report to the Office of Institutional Equity (OIE) by completing the online Public Incident Reporting Form or by calling, emailing, or visiting the OIE office.

Address: 408 W. Circle Dr., Suite 4, Olds Hall, East Lansing, MI 48824

Phone: 517-353-3922

E-mail: oie@msu.edu

Online reporting: Public Incident Reporting Form

Contact the MSU Police (or your local law enforcement) for assistance in filing a criminal complaint and preserving physical evidence.

MSU Police Department

Address: 1120 Red Cedar Road, East Lansing, MI 48824

Emergencies: call 9-1-1

Non-Emergency Line: 517-355-2221

Anti-Discrimination Policy

MIPA strives to provide a safe and welcoming environment for all participants, staff and guests, who should be able to work, learn and live in an environment free of harassment. MIPA follows Michigan State University’s Anti-Discrimination Policy.

The University Anti-Discrimination Policy (ADP) states expectations for institutional and individual conduct. A detailed description of the ADP can be found at https://hr.msu.edu/policies-procedures/university-wide/ADP_policy.html.

The ADP User’s Manual provides further discussion of the definitions of behaviors prohibited by the ADP as well as the relationship between the First Amendment and complaints of harassment/discrimination; the ADP User’s Manual can be found at https://civilrights.msu.edu/_assets/documents/ADP%20Users%20Manual%20-%20Updated%202020.02.171.pdf.

Protocol for addressing bias incidents, acts of prohibited discrimination/harassment and hate crimes can be found at https://oie.msu.edu/_assets/documents/bias-incident-reporting-protocols-17.08.01.pdf.

Youth Participant Rules

We ask for your help in enforcing rules for our youth participants. Here are a few highlights, followed by program rules copied directly from our Event Policies & Participant Rules of Conduct. We’ve added some notes for you.

Attendance

MIPA will provide attendance lists to you if we need your help taking attendance during a session.

If you see youth participants somewhere they shouldn’t be at a time when they should be in an instructional session, please let us know.

Safety & Security

Participants must abide by all local laws, MIPA program rules and university regulations and may be removed from the program for violation of such rules. Participants who are dismissed from the program will lose access to all online program materials immediately.

  • Participants may not possess or use alcohol, tobacco, marijuana, illegal drugs, fireworks, guns or weapons during our program. These items should not be brought to any online program activity, regardless of the age of the participant.
  • Violence of any kind will not be tolerated.
  • Theft of property, regardless of the owner, will not be tolerated.
  • Inappropriate sexual behavior, including sexual harassment, sexual abuse, and intimate physical/sexual contact, will not be tolerated.
  • Any violation of MSU’s Anti-Discrimination Policy will not be tolerated.
  • Hazing and bullying (including, but not limited to physical, verbal or cyber-bullying) will not be tolerated.
  • Misuse or damage of university, MIPA or others’ personal property is prohibited. Participants may be financially responsible for damage or misuse of university, MIPA or others’ property.
  • Michigan State University prohibits the inappropriate use of cameras, imaging and other digital recording devices, including camera, imaging and other digital recording applications on smartphones and mobile devices, in showers, restrooms, locker rooms and other areas where privacy is expected by participants.

Online Learning & Safety Practices for Youth Participants

  • Participants should use a neutral background (blank wall, digital background, limited exposure of private spaces) for any live online sessions.
    • The goal is to limit views of the home in the interest of privacy and security.
    • This also helps eliminate unintended distractions by activities in the background.
  • Participants may not share inappropriate content through files, images, videos, chat, audio or other features of the digital instruction platform
  • Participants may not screen shot or record other participants’ images, information or participation contributions during the program.
  • Participants may not record interactions with other participants through online instruction platforms.
  • MIPA may record online instructional activities for limited use within our program (for example, as a resource for program participants to review instructions or to view missed sessions). We will not record all instructional activities. Participants will be notified if a session is being recorded.
  • When creating an online profile for the instruction platform or any other online account, limit the information that is shared.
    • For example, just because the platform asks for your address does not mean that you have to provide your actual personal address.
    • If a picture is required, the picture provided should be neutral and appropriate.
    • Do not share personal information in the virtual meeting.
  • Anyone receiving threatening or inappropriate chat messages should immediately report it to a trusted adult.
  • In the interest of safety, do not share links, passwords, or other program login information with anyone outside of the program.
  • MSU prohibits “Zoom Bombing” and similar disruptive behaviors.
  • Participants should have their cameras on whenever possible and be dressed appropriately for all live online instructional activities. Focus on the course meeting and reduce or eliminate outside distractions, including cellphones and social media. This shows respect for the instructor and for other participants.
  • Participants should have a quiet place where they can engage in live online learning activities. While we do not require parents to be present, we encourage parents to monitor online learning activities in a non-disruptive way.

Disciplinary Procedures

  • You are empowered to handle minor disciplinary matters in the manner you deem appropriate, as long as you are following MIPA’s standards. We do not expect you to be an investigator or therapist. If there’s an issue of any kind that you cannot quickly and easily resolve, contact a MIPA leader so we can step in.
  • Your disciplinary action generally should be limited to verbal warnings or removal from a relatively minor activity that you are directly supervising. Anything that would require more serious attention should immediately be referred to MIPA leaders.
  • If a participant does not correct their behavior after you have issued them a warning, please contact MIPA leaders so that we can take additional action.
  • You may not strike, hit, administer corporal punishment of any kind to, or touch a youth participant in an inappropriate or illegal manner.
  • Here are a few things that you should immediately refer to MIPA leaders:
    • Participants who are caught with alcohol, illegal drugs (including marijiuana, which cannot be brought to campus by anyone despite the state law legalizing it), fireworks, weapons, tobacco or any other illegal material
    • Participants who miss curfew (even once)
    • Participants who do not follow your directions after you have tried to resolve an issue
    • Intimate physical/sexual contact involving or among our participants
    • Participants who damage university property or the personal property of another program participant
    • Theft of any kind
    • Participants who are found to be in possession of pornography or other sexually explicit content
    • Students who are caught repeatedly on a floor in which they do not reside
    • Assault or sexual assault of any kind
    • Bullying, including cyber-bullying, or harassment of any kind
    • Health concerns, physical illness and mental health issues
    • Any other issues that could impact the safety or security of participants