Program Guidelines
Introduction
Welcome
Welcome to the STAY Program, an initiative dedicated to empowering youths through education, mental wellness, and community engagement. These guidelines are designed to ensure a safe, supportive, and productive environment for all participants, facilitators, and staff.
Program Objectives
To provide a supportive space for personal growth and mental wellness.
To educate participants on coping strategies, resilience building, and emotional intelligence.
To foster a sense of community and mutual support among participants.
Participation
Participants are encouraged to engage actively in all scheduled activities and sessions.
Respect for the confidentiality of shared personal experiences is paramount.
Open-mindedness and respect for diverse perspectives are expected.
Conduct
Respectful communication and behavior are required at all times.
Bullying, harassment, or any form of discrimination will not be tolerated.
Participants are expected to adhere to the program schedule and guidelines for participation.
Safety and Well-being
The STAY Program is committed to the safety and well-being of all involved.
Participants should immediately report any concerns or incidents that compromise safety or well-being to program facilitators.
A designated welfare officer is available to address any personal issues or concerns that may arise.
Privacy and Data Protection
Personal information collected during registration and participation will be handled in accordance with our Privacy Policy.
Participants have the right to access and control their personal information as detailed in the Privacy Policy.
Intellectual Property
Program materials, including manuals, worksheets, and digital content, are the property of the STAY Program and are provided for personal use only.
Unauthorized copying, distribution, or commercial use of program materials is prohibited.
Feedback and Improvement
Participant feedback is vital for the continuous improvement of the STAY Program.
Surveys, suggestion boxes, and open forums will be available for participants to provide constructive feedback.
Changes to Guidelines
Participant feedback is vital for the continuous improvement of the STAY Program.
Surveys, suggestion boxes, and open forums will be available for participants to provide constructive feedback.
Acknowledgment
By participating in the STAY Program, individuals acknowledge they have read, understood, and agreed to adhere to these guidelines.
Glossary of Terms:
The STAY Program is a collaborative effort, and its success depends on the commitment of all participants to uphold these guidelines. Together, we can create a transformative experience that fosters growth, resilience, and a strong sense of community.
Eligibility Criteria for Participants
Age Groups
Children: 5-10 years
Pre-Teens: 11-15 years
Teens: 16-20 years
Young Adults: 21-25 years
Interest and Commitment:
Participants should express a genuine interest in the themes and activities of the STAY Program, such as personal growth, mental wellness, and community service.
A commitment to actively engage in program activities, workshops, and community initiatives is required.
Residency and Accessibility:
The program may be designed to serve specific communities, regions, or schools. Eligibility might include residency in a certain area or attendance at a partner institution.
The program should accommodate participants from diverse backgrounds, including provisions for individuals with special needs or disabilities to ensure accessibility.
Parental/Guardian Consent (for participants under 18):
A signed consent form from a parent or guardian is required for participants under the age of 18, agreeing to the program's terms of participation and acknowledging the program's guidelines and objectives.
Behavioral Expectations:
Participants must agree to adhere to the program's code of conduct, which promotes respect, inclusivity, and a positive learning environment.
The program reserves the right to disqualify participants who fail to comply with behavioral expectations.
Data Privacy and Consent:
Participants (or their guardians, if under 18) must agree to the collection and use of personal data as outlined in the program's privacy policy, understanding how their information will be used and protected.
Health and Safety Acknowledgment:
Participants (or their guardians) must acknowledge and accept any inherent risks associated with program activities and agree to communicate any personal health concerns that may affect their participation.
Our Privacy Commitment Includes:
The STAY Program's information collection and use policies are designed with the utmost respect for privacy and personal autonomy, ensuring that all data is handled responsibly, ethically, and in alignment with our commitment to empowering and supporting our participants.
Secure Data Handling: All personal information collected from participants is stored securely, with access limited to authorized personnel only.
Purpose-Limited Use: We collect only the information necessary for the effective delivery of the STAY Program and related services, and we do not use this information for unrelated purposes without explicit consent.
Informed Consent: Participants, or their guardians in the case of minors, are fully informed about the types of information collected and its intended use. Consent is obtained prior to any data collection.
Confidentiality: We uphold the confidentiality of participant information, ensuring that personal details are not disclosed to third parties without consent, except as required by law.
Right to Access and Control: Participants have the right to access their personal information, request corrections, or withdraw their information, subject to applicable legal and ethical reporting or document retention obligations.
Data Minimization: We adhere to the principle of data minimization, ensuring that only the necessary information for program participation is collected.
Transparency: Our policies and practices related to data collection, use, and sharing are transparently communicated to participants, fostering an environment of trust.
Continuous Monitoring and Improvement: We regularly review and update our privacy practices to adapt to new challenges and ensure ongoing compliance with privacy laws and regulations.
Consent and Choice:
Participants have control over the information they provide to the STAY Program. We ensure that:
Consent is obtained before any personal information is collected, with a clear explanation of its intended use.
Participants can opt-out of communications or activities that require personal information.
Information is collected on a voluntary basis, and participants can choose not to disclose certain details.
Information Collection
Types of Information Collected:
Personal Identification Information: This may include names, ages, contact details (such as email addresses and phone numbers), and any other information that can personally identify participants.
Demographic Information: We may collect demographic details such as gender, educational level, and residency to tailor the program content and ensure inclusivity.
Health and Well-being Data: With explicit consent, we might collect information related to personal well-being, experiences, and feedback on program impact, ensuring sensitivity and confidentiality in handling this data.
Engagement Metrics: Information related to participants' engagement with the program, including attendance records, participation in activities, and interaction with program materials.
Information Use
Purpose of Data Collection:
Program Delivery: To register participants, organize groups, and tailor activities to meet the diverse needs of our audience.
Communication: To provide updates, share resources, and maintain open lines of communication with participants.
Support Services: To offer personalized support, address specific needs, and enhance participant experience.
Feedback and Improvement: To gather feedback on program effectiveness, participant satisfaction, and areas for improvement.
Research and Reporting: For program evaluation, research purposes, and reporting to stakeholders, ensuring that all personal data used for these purposes is anonymized.
The STAY Program adheres to strict guidelines regarding the sharing and disclosure of participant information to protect privacy and maintain trust. Here’s how we manage data sharing and disclosure:
Data Anonymization
Research and Reporting: For purposes of program evaluation, research, or reporting to stakeholders, data will be anonymized or aggregated to ensure individual participants cannot be identified.
Data Sharing Principles
Confidentiality: Participant information is considered confidential and is not disclosed or shared outside the program without explicit consent, except in circumstances outlined below.
Minimum Necessary Disclosure: When disclosure is necessary, only the minimum amount of information required to achieve the purpose of the disclosure is shared.
Secure Transmission: Any transfer of personal information is conducted securely, using encryption and secure channels to protect against unauthorized access.
Circumstances for Data Sharing
With Consent: Participant information may be shared with third parties when participants have given explicit consent for specific sharing purposes, such as collaborating with external mental health resources or community programs.
For Program Delivery: Limited information may be shared with partners or service providers involved directly in program delivery, such as facilitators, educators, or platform providers, under strict data protection agreements.
Legal Requirements: Information may be disclosed if required by law, such as in response to a valid court order, legal process, or as necessary to protect the safety of participants or others.
Emergency Situations: In rare cases, information might be shared with emergency services if there’s an immediate risk to the health or safety of a participant or others.
Participant Rights
Transparency: Participants have the right to know with whom their information is being shared and for what purpose.
Revocation of Consent: Participants can withdraw their consent for data sharing at any time, subject to legal or contractual restrictions.
Access and Correction: Participants have the right to access the information shared about them and to request corrections if the information is inaccurate.
Updating Participants
Notification of Changes: Participants will be informed of any significant changes to the data sharing and disclosure policies, ensuring they are always aware of how their information is being handled.
Data Security Measures
Encryption
Data Transmission: All personal data transmitted over the internet is protected using strong encryption protocols.
Data Storage: Stored data is encrypted to safeguard it from unauthorized access, especially sensitive information like personal identification and health details.
Access Controls
Restricted Access: Access to personal data is strictly limited to authorized personnel who require the information to perform their job functions related to the STAY Program.
Authentication: Strong authentication mechanisms, including passwords and, where applicable, two-factor authentication, are in place to control access to sensitive data.
Regular Security Assessments
Vulnerability Scans: Regular scans and assessments are conducted to identify and remediate potential security vulnerabilities in our systems.
Penetration Testing: Periodic penetration testing is performed by independent security experts to evaluate the robustness of our security measures.
Data Minimization
Need-to-Know Basis: Personal data is collected and retained only to the extent necessary for the specific purposes of the STAY Program.
Retention Policy: Data is retained only for as long as necessary for program participation, support, and compliance with legal obligations, after which it is securely deleted or anonymized.
Incident Response Plan
Preparedness: A comprehensive incident response plan is in place to address potential data breaches or security incidents promptly.
Notification: In the event of a data breach affecting personal information, affected individuals and relevant authorities will be notified in accordance with legal requirements and without undue delay.
Training and Awareness
Staff Training: All staff and volunteers involved in the STAY Program are trained in data protection principles and the importance of maintaining data security.
Participant Awareness: Participants are informed about the measures taken to protect their data and are provided with guidance on protecting their own information in the context of program participation.
Commitment to Continuous Improvement
The STAY Program is committed to continuously improving our data security practices to respond to evolving threats and to incorporate advancements in security technologies.
We regularly review and update our data security measures to ensure the ongoing protection of participant information, reflecting our dedication to creating a safe and trustworthy environment for all participants.
Access and Control of Personal Information
Access to Personal Information
Right to Access: Participants have the right to request access to the personal information that the STAY Program holds about them. This includes the right to be informed about the data collected, how it's used, and with whom it's shared.
Procedure: To access personal data, participants are required to submit a formal request through a designated channel, such as an email address or a portal provided by the program.
Correction and Updating
Accuracy: The STAY Program endeavors to ensure that all personal information is accurate, complete, and up-to-date.
Right to Correction: Participants have the right to request the correction of inaccurate or incomplete personal information. We encourage participants to update their information whenever changes occur to ensure effective communication and program delivery.
Deletion of Personal Information
Right to Deletion: Participants can request the deletion of their personal information from the STAY Program's records, subject to certain conditions and legal obligations.
Exceptions: There may be circumstances where the program is legally required to retain certain information, such as for compliance with regulatory requirements or for the establishment, exercise, or defense of legal claims.
Data Portability
Right to Data Portability: Where technically feasible, participants have the right to request the transfer of their personal data to another organization in a structured, commonly used, and machine-readable format.
Withdrawal of Consent
Consent-Based Processing: For personal data processed on the basis of consent, participants have the right to withdraw their consent at any time. Withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal.
Procedure: Participants wishing to withdraw consent can do so through a clear and straightforward process, provided by the program.
Exercising Your Rights
Support: The STAY Program provides support and guidance for participants wishing to exercise their rights regarding their personal information.
No Fees: Access to personal information and the exercise of privacy rights are provided free of charge, except in cases of unfounded, repetitive, or excessive requests.
Complaints and Concerns
Feedback Channel: Participants with concerns about how their personal information is handled can raise these with the program’s privacy officer or designated contact point.
Regulatory Complaints: Participants also have the right to lodge a complaint with a data protection authority if they believe their data protection rights have been infringed.
The STAY Program's policies and procedures for access and control of personal information are designed to empower participants, ensuring they feel confident in how their data is managed and respected throughout their engagement with the program.
Overview of Cookies and Tracking Technologies
Cookies: Small text files placed on your device that collect data about your browsing behavior, preferences, and device information.
Web Beacons: Small graphic images or other web programming code (also known as "1x1 GIFs" or "clear GIFs") that may be included in our web pages and e-mail messages.
Analytics Tools: Services such as Google Analytics that collect and analyze data about website traffic and user interactions to optimize our web presence.
Purpose of Use
Functionality: Cookies help us remember users’ settings (like language preference) and personalize the content to improve the user experience.
Performance and Analytics: We analyze how users interact with our website, which helps us identify improvements and understand the effectiveness of our content and campaigns.
Marketing and Advertising: Cookies and web beacons enable us to display relevant advertisements to users and measure the effectiveness of our advertising campaigns.
Consent and Control
User Consent: We obtain user consent for the use of cookies and similar technologies, except for those strictly necessary for the website's operation.
Customization and Opt-Out: Users have the option to customize their cookie settings and can opt-out of non-essential cookies through our cookie consent tool or their browser settings.
Transparency: Our Cookie Policy provides detailed information about the types of cookies we use, their purposes, and how users can manage their preferences.
Security and Privacy
Data Protection: We implement measures to ensure that data collected by cookies and tracking technologies is protected against unauthorized access and use.
Anonymization: Where possible, we anonymize the data collected through these technologies to minimize the risk to user privacy.
Third-Party Cookies: We carefully vet third-party services that set cookies through our website to ensure they meet our privacy and security standards.
Updates and Revisions
Policy Updates: Our Cookie Policy and practices are reviewed and updated regularly to reflect changes in technology, regulatory requirements, and user needs.
Notification of Changes: Users will be notified of significant changes to our use of cookies and tracking technologies, ensuring ongoing transparency and consent.
By employing cookies and tracking technologies thoughtfully and responsibly, the STAY Program aims to enhance the digital experience for our users while maintaining their privacy and trust. Our commitment to transparency and user control is paramount as we navigate the evolving digital landscape.
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Ownership
All program materials, including but not limited to manuals, worksheets, digital content, graphics, and texts, are the exclusive property of the STAY Program. This includes any materials distributed during workshops, seminars, online courses, or through the program's digital platforms.
Personal Use
The materials provided by the STAY Program are intended solely for the personal and non-commercial use of registered participants. This use is limited to the participant's personal development and learning in the context of the program's activities.
Prohibitions
Unauthorized copying, reproduction, distribution, or commercial use of any program materials is strictly prohibited. This includes, but is not limited to, sharing digital files on unauthorized platforms, creating derivative works for sale, or using the program's content for commercial training without express permission.
Respect for Intellectual Property
Participants are encouraged to respect the intellectual property rights of the STAY Program and other participants. This includes acknowledging the source of materials and ideas within the context of the program and in any external applications of the knowledge gained.
Consequences of Violation
Violations of the program's intellectual property policies may result in the revocation of program access, legal action, and other penalties as deemed appropriate by the program administration.
Participants are required to acknowledge and agree to these intellectual property guidelines as a condition of their participation in the STAY Program.
Reporting Infringements:
Participants and staff are encouraged to report any suspected infringements of the STAY Program's intellectual property rights to the program administrators for appropriate action.
. This acknowledgment is typically obtained at the time of registration or program entry and reaffirmed throughout the program as necessary.
Changes to the Privacy Policy
The STAY Program recognizes the dynamic nature of privacy laws, regulations, and participant needs. Consequently, we reserve the right to update and revise our Privacy Policy as necessary to reflect changes in legal requirements, our data handling practices, or program enhancements.
Notification of Changes: Any significant amendments to the Privacy Policy will be communicated to participants through our official channels, such as email notifications, program websites, or participant portals, well in advance of their implementation.
Effective Date: The revised Privacy Policy will include an effective date, and changes will be applicable from that date forward.
Transparency: Updated versions of the Privacy Policy will be made accessible on our program's website or digital platforms, ensuring that participants can review the changes at any time.
Participant Acknowledgment: Depending on the nature of the changes, participants may be required to acknowledge and agree to the updated Privacy Policy terms as a condition of continued program participation.
Contact Information
Participants' trust and confidence in our commitment to privacy are paramount. We encourage open communication and welcome any inquiries or concerns regarding our Privacy Policy or data handling practices.
Contact Methods: Participants can reach out to us through various methods for convenience and accessibility. These include:
Email: Direct email communication to a designated privacy officer or program administrator.
Program Portal: A contact form or support ticket system within the participant portal or program website.
Phone: A dedicated helpline for privacy-related inquiries and support.
In-Person or Mail: Contact information for our office, including mailing address, for those who prefer in-person communication or written correspondence.
Response Time: We commit to responding to privacy inquiries and concerns in a timely and efficient manner, typically within a set number of business days as stated in our communication policy.
Feedback and Suggestions: We value participant feedback on our privacy practices and suggestions for improvement. Such feedback can be directed to the contact points mentioned above.
The STAY Program is dedicated to maintaining an open, transparent, and responsive communication channel regarding privacy matters, ensuring participants feel supported and informed about their privacy rights and our data protection efforts.
Office: 603 E Fort King Street | Ocala FL 34471
Call 352-421-3300
Email: [email protected]
Site: emetglobaleducation.com
