CULTURE, CONDUCT & SAFETY POLICY MANUAL
Creating a Safe, Structured, and Empowering Environment for Youth Growth
At EPIC Youth, we are committed to providing students with more than a place to gather — we provide a space to grow, lead, belong, and be developed with purpose. In order to protect the emotional, social, and physical wellbeing of all students, EPIC Youth upholds clear expectations for student conduct, attendance, relationships, family partnership, staff boundaries, and student support.
Participation in EPIC Youth means students and families agree to honor the values, expectations, and standards outlined below.
STUDENT CODE OF CONDUCT POLICY
Purpose: The Student Code of Conduct exists to establish a safe, respectful, and growth-centered environment where all students are expected to conduct themselves as young leaders. Students who participate in EPIC Youth are expected to represent themselves and the program with maturity, accountability, and respect.
Policy: All students participating in EPIC Youth are required to demonstrate respectful, appropriate, and responsible behavior at all times during program sessions, events, transportation, communication, and any activity connected to EPIC Youth. Behavior that disrupts the learning environment, threatens safety, or negatively impacts the wellbeing of others will not be permitted and may result in corrective action, parent communication, suspension, or dismissal from the program.
EPIC Expectations:
- Clearly communicate behavior expectations to students and families
- Create a structured environment rooted in respect, leadership, and personal growth
- Address student misconduct fairly, consistently, and appropriately
- Provide opportunities for redirection, reflection, and restoration when possible
- Protect the emotional and physical safety of all participants
Behaviors that are not permitted include but are not limited to:
- Fighting or physical aggression
- Verbal disrespect or profanity toward others
- Bullying, teasing, exclusion, or public humiliation
- Inappropriate touching or sexualized behavior
- Threatening language or intimidation
- Destruction of property
- Repeated defiance or disruption
- Possession of prohibited items
Student Expectations:
- Treat staff, peers, volunteers, guests, and community members with respect
- Use appropriate language and behavior at all times
- Follow instructions and participate respectfully in activities
- Refrain from bullying, harassment, intimidation, threats, gossip, or disruptive behavior
- Respect program spaces, transportation, materials, and property
- Take responsibility for their actions and choices
Possible Responses to Misconduct:
- Verbal redirection
- Reflection conversation
- Parent notification
- Behavior contract
- Temporary removal from activity
- Suspension from program
- Dismissal from program if necessary
Parent Expectations:
- Review the Code of Conduct with their child
- Support EPIC Youth in reinforcing behavior expectations
- Respond in a timely manner if contacted regarding behavior concerns
- Partner with staff to help their child grow in maturity and accountability
- Avoid undermining program expectations in front of students
ATTENDANCE & PARTICIPATION POLICY
Purpose: EPIC Youth is a structured development program, not a drop-in social space. Consistent attendance and active participation are necessary for students to benefit fully from the experience and for the program culture to remain strong.
Policy: Students enrolled in EPIC Youth are expected to attend regularly, arrive on time, and participate consistently in scheduled programming. Repeated absences, late arrivals, early departures, or selective participation may impact a student’s standing in the program and may result in reduced access to opportunities, probationary participation, or removal if inconsistency persists.
EPIC Expectations:
- Clearly communicate program schedules, attendance expectations, and participation commitments
- Track attendance and participation consistently
- Communicate with families when attendance patterns become a concern
- Protect program quality by prioritizing students who are committed and engaged
Attendance concerns may result in:
- Attendance check-in with family
- Participation review
- Loss of certain privileges/opportunities
- Placement on attendance probation
- Removal from select activities or the program if inconsistency persists
Student Expectations:
- Attend sessions consistently and on time
- Participate actively and respectfully in lessons, activities, and discussions
- Communicate appropriately when they are unable to attend
- Honor their commitment if they have been selected or enrolled in a program
- Avoid attending only for social, trip, or incentive-based reasons
Parent Expectations:
- Support consistent attendance and timely arrival/pick-up
- Notify EPIC staff in advance when their child will be absent, late, or leaving early
- Reinforce the importance of commitment and participation
- Understand that repeated absences or inconsistent engagement may impact their child’s standing in the program
PARENT COMMUNICATION & CONCERN PROCESS POLICY
Purpose: EPIC Youth believes strong parent partnership is essential to student success. Clear communication and a healthy process for concerns help build trust, reduce confusion, and ensure students are supported well.
Policy: Parents and guardians of students participating in EPIC Youth are expected to engage respectfully and appropriately with staff, follow established communication channels, and address concerns through EPIC’s designated concern process. EPIC Youth will provide timely and professional communication while reserving the right to maintain confidentiality, investigate concerns thoroughly, and respond according to program standards and student safety needs.
EPIC Expectations:
- Communicate important program details, expectations, and updates in a timely and professional manner
- Provide a clear pathway for parents to ask questions or share concerns
- Respond to parent concerns respectfully and within a reasonable timeframe
- Protect student privacy and confidentiality when appropriate
Parent Expectations:
- Read program emails, updates, reminders, and important notices
- Reach out respectfully when concerns arise
- Address concerns directly with EPIC leadership rather than through gossip or side conversations
- Allow staff the opportunity to investigate and respond appropriately before making assumptions
- Understand that not all student matters can be fully disclosed due to confidentiality and safety
Student Expectations:
- Communicate respectfully with staff and their parents about program needs or concerns
- Understand that some concerns may require parent involvement for their safety and support
Concern Process:
- Contact the appropriate EPIC staff member or program lead
- Allow reasonable time for response and review
- If unresolved, concern may be elevated to program leadership or executive leadership
- EPIC will assess, document, and respond as appropriate
CULTURE & BELONGING STANDARDS POLICY
Purpose: EPIC Youth is committed to creating a culture where every student feels seen, included, safe, and valued. We do not permit unhealthy social environments that create exclusion, cliques, isolation, favoritism, or emotional harm.
Policy: All students participating in EPIC Youth are expected to contribute to a culture of belonging, inclusion, and mutual respect. Behaviors or social dynamics that intentionally exclude, isolate, target, or diminish other students are inconsistent with the mission and culture of EPIC Youth and will be addressed through intervention, coaching, accountability, or disciplinary action when necessary.
EPIC Expectations:
- Intentionally build a culture of belonging, inclusion, and leadership
- Design activities and group structures that encourage positive peer connection
- Address patterns of exclusion, social manipulation, or clique behavior
- Foster an environment where every student has a fair opportunity to participate and belong
Unacceptable culture behaviors include:
- Deliberately leaving students out
- Grouping in ways that isolate others repeatedly
- Public or private mean-girl / mean-boy behavior
- Social media or text behavior that creates division within program culture
- Making others feel “less than” socially
Student Expectations:
- Include others and avoid exclusionary behavior
- Treat all students with kindness and respect, not just close friends
- Avoid gossip, whispering, side-group behavior, or social targeting
- Welcome new or quieter students into the group
- Refrain from creating “inner circles” that make others feel left out
- Understand that leadership includes how you treat people socially
Parent Expectations:
- Encourage their child to demonstrate kindness, maturity, and inclusion
- Avoid contributing to parent/student social division or group politics
- Alert EPIC staff if their child is experiencing exclusion or emotional harm
- Support staff intervention when concerns around peer culture arise
RELATIONSHIP & SOCIAL BOUNDARY POLICY
Purpose: EPIC Youth recognizes that peer relationships and social dynamics can significantly impact group culture and student wellbeing. To maintain a focused, emotionally safe, and development-centered environment, students are expected to demonstrate maturity and healthy boundaries in all peer interactions.
Policy: Students participating in EPIC Youth are expected to maintain respectful and appropriate social boundaries with peers during all EPIC-related activities, communication, and environments. Romantic, emotionally disruptive, or socially harmful behavior that interferes with student wellbeing, group safety, or program culture will not be permitted and may result in intervention, parent communication, restricted participation, or disciplinary action.
EPIC Expectations:
- Maintain a youth space centered on growth, leadership, and development
- Address unhealthy peer dynamics that interfere with student wellbeing or program culture
- Intervene when social relationships become disruptive, harmful, or emotionally unsafe
- Teach students healthy boundaries, respect, and emotional responsibility
Unacceptable behaviors include:
- Public relationship conflict
- PDA or inappropriate physical contact
- Dating issue that impacts the peers
- “Talking about” or targeting others socially
- Emotional manipulation, controlling behavior, or exclusion tied to relationships/friendships
Student Expectations:
- Interact respectfully and appropriately with peers
- Keep romantic or emotionally intense relationship dynamics from interfering with the program
- Refrain from PDA (public displays of affection), possessiveness, jealousy, triangulation, or relationship drama during program time
- Avoid gossip, online conflict, or social manipulation involving other participants
- Handle disagreements privately and maturely with adult support when needed
Parent Expectations:
- Support EPIC’s efforts to maintain healthy boundaries among students
- Help reinforce emotional maturity and respectful peer interactions
- Set clear boundaries and expectations for students concerning relationship within the program
Partner with staff if peer or relationship concerns are affecting student wellbeing
INCIDENT DOCUMENTATION PROCESS POLICY
Purpose: EPIC Youth documents significant behavioral, safety, relational, or program-related incidents in order to maintain accountability, identify patterns, and support informed intervention when needed.
Policy: EPIC Youth reserves the right to document any significant behavioral, social, relational, emotional, or safety-related concern involving a student, adult, or program interaction when necessary to support accountability, protect the wellbeing of participants, or inform appropriate follow-up. Documentation may be used to identify patterns, guide intervention, support communication with families, and determine continued participation when appropriate.
EPIC Expectations:
- Document notable incidents consistently and professionally
- Maintain internal records for student support, accountability, and safety purposes
- Use documentation to inform decisions, identify patterns, and guide intervention
- Communicate with parents when appropriate based on the nature of the incident
Student Expectations:
- Understand that serious or repeated concerns may be documented
- Participate honestly in restorative or accountability conversations
- Take responsibility for their actions if involved in an incident
Parent Expectations:
- Cooperate with EPIC staff if their child is involved in an incident
- Understand that documentation is used to support student wellbeing, accountability, and program safety
- Partner with staff when patterns of concern emerge
Incidents that may be documented include:
- Repeated disrespect or disruption
- Bullying or exclusion
- Peer conflict
- Inappropriate social or relationship behavior
- Safety concerns
- Emotional distress or crisis concerns
- Boundary violations
- Physical altercations or threats
STUDENT SUPPORT & REFERRAL PROCESS FOR MENTAL HEALTH CONCERNS POLICY
Purpose: EPIC Youth recognizes that students may experience emotional, behavioral, or mental health challenges that impact their wellbeing and participation. While EPIC Youth is not a clinical mental health provider, we are committed to responding with care, professionalism, and appropriate support.
Policy: When a student demonstrates emotional distress, concerning behavior, mental health warning signs, or communicates a need for support, EPIC Youth may intervene by providing immediate care, notifying parents/guardians, documenting the concern, and referring the student and family to appropriate outside resources when necessary. EPIC Youth is not a substitute for clinical treatment and reserves the right to pause or restrict participation if a student’s wellbeing or the safety of the group requires additional support beyond the program’s scope.
EPIC Expectations:
- Create an environment where students feel safe asking for support
- Take concerns related to student wellbeing seriously
- Respond appropriately when emotional distress, mental health concerns, or behavioral warning signs are observed
- Notify parents/guardians when concerns warrant family awareness or intervention
- Refer students and families to additional support resources when appropriate
Student Expectations:
- Speak to a trusted adult if they are struggling emotionally or mentally
- Seek support when overwhelmed, anxious, isolated, or unsafe
- Understand that staff may need to involve parents or professionals if a safety concern exists
Parent Expectations:
- Partner with EPIC staff when concerns about their child’s wellbeing arise
- Understand that EPIC staff may recommend outside support or resources when needed
- Communicate relevant concerns that may affect their child’s participation, safety, or emotional wellbeing
Important Note: EPIC Youth staff are not therapists or clinicians unless otherwise stated. If a student presents with a serious mental health or safety concern, EPIC Youth may:
- Contact the parent/guardian
- Pause student participation if needed for safety
- Refer the family to appropriate professional resources
- Contact emergency support when immediate safety is at risk