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Ratified by Board vote September 23, 2025

Purpose and Commitment

Dakota Stage Ltd. (DSL) and Shade Tree Players (STP) are committed to providing a safe, nurturing, and welcoming environment for all children and youth under the age of 18 who participate in our programs.

The welfare of children and young people is paramount, regardless of age, culture, disability, gender, language, racial origin, religious beliefs, or sexual identity. All participants have the right to protection from physical, sexual, and emotional abuse, as well as harassment, intimidation, or bullying.

Because our productions often involve adults and youth rehearsing and performing together—and because space is limited—children and youth may share facilities at different times or in separate gender-segregated spaces. This policy provides the framework for ensuring those environments remain safe, respectful, and protective of youth at all times.

Definitions of Prohibited Behavior

The following behaviors are strictly prohibited:

• Harassment: Any conduct that creates a hostile environment, including verbal or written statements, humiliation, name-calling, or discrimination based on race, religion, ethnicity, gender, disability, sexual orientation, or family/economic situation. Sexual harassment is prohibited under state and federal law.
• Intimidation: Behavior that is threatening or physically harmful, designed to cause fear or coercion.
• Bullying: Behavior that overlaps with harassment and intimidation, including threats of harm, public embarrassment, violation of privacy rights, defamation of character, or intentional infliction of emotional distress.

All such behaviors are unacceptable, regardless of intent.

Safeguarding Practices

DSL and STP maintain the following practices to protect children, youth, and adults:

1. Supervision & the Rule of Three
   • No adult will be alone with a child in a private space.
   • At minimum, two adults or three total individuals must be present if doors are closed.
   • All rehearsal and work spaces will remain observable and accessible.
2. Chaperoning & Privacy
   • Youth will be supervised in dressing rooms, bathrooms, or other private areas by a responsible adult stationed outside the door.
     Modesty and respect in dress and behavior are required of all participants.
3. Facilities & Safety
   • All indoor and outdoor spaces will be well-lighted and monitored for safety.
4. Photography & Media
   • Photographing or filming youth is prohibited except for program-related purposes with signed parent/guardian consent.
5. Sign-In/Sign-Out Procedures
   • Youth participants will only be released to authorized parents/guardians or written designees.
6. Transportation
   • Staff or volunteers will not transport non-family minors without written parental/guardian authorization.
7. Parental Consent & Disclosure
   • Parents/guardians must provide written consent for youth participation.
   • Consent forms must disclose medical needs, allergies, special educational needs, and awareness of show elements (e.g., blocking, intimacy, or costuming that may be sensitive).

Responsibilities of Staff and Volunteers

All DSL/STP employees, directors, designers, stage managers, and volunteers working with children and youth must:

1. Understand and comply with this policy and Code of Conduct.
2. Take seriously any allegation or suspicion of abuse and report it immediately.
   Recognize positions of trust and understand the laws relating to sexual activity with minors.

Screening and Background Checks

• All staff and volunteers with direct contact with youth must complete and sign a written application, including references and prior experience with children.
• DSL/STP will conduct a background check consistent with the Fair Credit Reporting Act (FCRA).
• Convictions involving children, violence, dishonesty, illegal substances, indecency, or conduct inconsistent with the mission of Dakota Stage will disqualify applicants.
• Failure to disclose prior convictions may result in immediate dismissal.

Reporting and Investigation

• Reporting: Any violation or concern must be reported immediately to the Executive Director (ED).
• Investigation: The ED will investigate promptly, respect privacy, recommend solutions, and prepare a written report. Temporary protective measures may be imposed during investigation.
• If the ED is the Alleged Perpetrator: Reports may be made to any member of the Board of Directors. The Board will appoint a committee of three members to investigate and issue a report.
• Resolution & Sanctions: Depending on severity, resolutions may include counseling, removal from activities, termination, or referral to law enforcement.
• Documentation: All incidents will be documented, ranging from a memo to file for minor issues to a full report for serious cases.

Appeals

Decisions of the Executive Director or investigating committee may be appealed to the Dakota Stage Board of Directors. The Board’s decision will be final.

Review and Updates

This policy will be reviewed regularly by the Dakota Stage Board of Directors and updated as needed to ensure best practices and compliance with legal standards.