Fenix Youth Project Handbook Safety. Guidance. Growth. Welcome to Fenix Youth Project Welcome to Fenix Youth Project. Our mission is to support youth and young adults by providing guidance, resources, mentorship, advocacy, and opportunities for growth. We believe every young person deserves access to support systems that help them build stability, confidence, and a positive future. This handbook outlines our expectations, policies, procedures, and values for staff, volunteers, interns, partners, and participants. Section 1: Mission & Core Values
Mission Statement Fenix Youth Project works to empower youth and young adults through education, mentorship, resource connection, and supportive services that promote safety, guidance, and growth. Core Values Safety ● We create environments where youth, volunteers, staff, and partners feel respected and protected. ● We prioritize physical, emotional, and confidentiality safety. Guidance ● We connect young people with resources, mentors, education, employment opportunities, and community support.
Growth ● We encourage personal development, independence, leadership, and lifelong learning. Section 2: Code of Conduct All Fenix Youth Project representatives and participants are expected to: ● Treat everyone with dignity and respect. ● Maintain professional boundaries. ● Respect confidentiality. ● Communicate appropriately. ● Avoid discrimination, harassment, bullying, or intimidation. ● Follow all safety procedures. The following behaviors are not permitted:
● Threats or violence. ● Sexual harassment or inappropriate relationships. ● Sharing confidential client information. ● Discrimination based on race, gender, disability, age, background, or identity. ● Possession of weapons or illegal substances during program activities. Section 3: Confidentiality Policy Fenix Youth Project respects the privacy of all participants. Information shared by clients will only be shared when: ● The client provides written permission through a Release of Information form. ● There is a concern about safety, abuse, neglect, or risk of harm.
● Disclosure is required by law. Staff, volunteers, and interns must protect client information at all times. Section 4: Volunteer & Intern Expectations Volunteers and interns are important members of the Fenix Youth Project team. Responsibilities include: ● Maintaining professional relationships with clients. ● Reporting concerns immediately. ● Following staff direction. ● Completing required training. ● Protecting client confidentiality. Professional Boundaries
Many volunteers may be close in age to participants. Friendships can sometimes blur professional boundaries. If a client: ● Makes you uncomfortable, ● Shares inappropriate information, ● Attempts to create an unhealthy personal relationship, ● Requests secrecy, notify Fenix Youth Project leadership immediately. Our goal is to protect both clients and volunteers. Section 5: Client Rights & Responsibilities Client Rights Participants have the right to:
● Be treated with respect. ● Receive services without discrimination. ● Have their information protected. ● Ask questions about services. ● Provide feedback or complaints. Client Responsibilities Participants agree to: ● Attend scheduled appointments. ● Communicate honestly. ● Respect staff, volunteers, and other participants. ● Follow program expectations. Section 6: Intake & Service Procedures Client Intake Process 1. Initial contact is received. 2. Client completes intake paperwork.
3. Staff reviews needs and goals. 4. Resources and referrals are identified. 5. Follow-up support is provided. Services may include: ● Housing referrals ● Employment assistance ● Education support ● Transportation assistance ● Resource navigation ● Mentorship ● Community referrals Section 7: Partnerships & Referrals Fenix Youth Project works with community partners including: ● Schools ● Employers
● Churches and faith organizations ● Housing providers ● Healthcare providers ● Social service agencies ● Training programs Partners must respect confidentiality and agree to appropriate communication procedures. Section 8: Safety Procedures Safety concerns must be reported immediately. Examples include: ● Threats of harm ● Abuse or neglect concerns ● Unsafe living conditions ● Medical emergencies ● Crisis situations
Emergency situations should be directed to appropriate emergency services. Section 9: Communication Policy Professional communication is required. Approved communication methods may include: ● Organization email ● Official phone communication ● Scheduled meetings ● Approved messaging platforms Staff and volunteers should avoid communicating with clients through personal accounts unless approved. Section 10: Documentation Requirements
Staff should maintain accurate records including: ● Intake forms ● Service Tracker ● Referral tracking ● Transportation logs ● Food/resource assistance logs ● Partnership documentation Documentation should be factual, professional, and confidential. Section 11: Conflict Resolution Concerns should be addressed respectfully. Steps: 1. Discuss concerns with appropriate staff.
2. Allow all parties an opportunity to be heard. 3. Create a plan for resolution. 4. Document significant concerns. Section 12: Acknowledgment By participating with Fenix Youth Project, I acknowledge that I have received and understand this handbook. I agree to follow the policies, expectations, and values of the organization. Name: _______________________ Role: ☐ Staff ☐ Volunteer ☐ Intern ☐ Partner ☐ Participant
Signature: ___________________ Date: _______________________ Fenix Youth Project Safety. Guidance. Growth. Fenix Youth Project Handbook Addendum Staff Policies | Volunteer Agreement | Youth Protection | Confidentiality | Incident Reporting | Grievances | Partnership Procedures Section 13: Staff Policies Staff Expectations Fenix Youth Project staff members are expected to: ● Represent the mission and values of Fenix Youth Project. ● Maintain professionalism in all interactions. ● Provide services with respect, compassion, and cultural awareness. ● Protect client confidentiality. ● Maintain accurate documentation. ● Follow all organizational policies and procedures. ● Complete required training.
Staff Professional Conduct Staff members must: ● Maintain appropriate professional boundaries with clients. ● Avoid favoritism or personal relationships that may interfere with services. ● Use respectful and trauma-informed communication. ● Avoid making promises that cannot be fulfilled. ● Report safety concerns immediately. Staff may not: ● Exploit relationships with clients. ● Share confidential information without authorization. ● Engage in harassment, discrimination, or retaliation. ● Use organization resources for personal benefit. Attendance & Reliability Staff are expected to: ● Arrive prepared and on time. ● Communicate schedule changes. ● Complete assigned responsibilities. ● Notify leadership of barriers affecting their work. Training Requirements Staff may be required to complete training related to: ● Youth protection ● Mandatory reporting ● Confidentiality ● Trauma-informed care ● Crisis response ● Cultural competency ● Professional boundaries
Section 14: Volunteer Agreement Volunteer Commitment Volunteers are essential partners in supporting Fenix Youth Project’s mission. By volunteering, individuals agree to: ● Support youth in a safe and respectful manner. ● Follow staff guidance. ● Maintain confidentiality. ● Complete required paperwork and training. ● Report concerns immediately. Volunteer Responsibilities Volunteers will: ☐ Treat all participants with respect ☐ Maintain professional boundaries ☐ Protect private information ☐ Communicate concerns to supervisors ☐ Follow safety procedures ☐ Represent Fenix Youth Project positively Volunteer Limitations Volunteers may not: ● Provide services outside their training or assigned role. ● Transport clients without approval. ● Give personal financial assistance to clients. ● Promise housing, employment, or resources. ● Share client stories on social media. Volunteer Acknowledgment
I understand my role as a volunteer and agree to follow the policies of Fenix Youth Project. Volunteer Name: ______________________ Signature: ___________________________ Date: _______________________________ Supervisor: __________________________ Section 15: Youth Protection Policy Purpose Fenix Youth Project is committed to creating a safe environment where youth can learn, grow, and access support. The safety and well-being of youth participants is our highest priority. Two-Adult & Supervision Guidelines Whenever possible: ● Youth activities should include appropriate adult supervision. ● Staff and volunteers should avoid being alone with a youth participant in isolated settings. ● Meetings should occur in visible or approved locations. Appropriate Interactions Adults working with youth should: ● Encourage positive relationships. ● Respect personal space. ● Use appropriate language. ● Model healthy communication.
Adults should never: ● Engage in inappropriate physical contact. ● Request secrecy from youth. ● Communicate privately in inappropriate ways. ● Use intimidation or threats. Section 16: HIPAA & Confidentiality Guidance Confidential Information Includes: ● Personal information ● Family information ● Housing situations ● Medical or behavioral health information ● School information ● Case notes ● Conversations with clients Confidentiality Rules Staff, volunteers, and interns must: ● Store records securely. ● Discuss clients only with authorized individuals. ● Avoid discussing clients in public spaces. ● Avoid posting client information online. Release of Information Information may only be shared when: ● The client signs authorization. ● Sharing is required for safety.
● Required by law. Section 17: Incident Reporting Policy Purpose Incident reports help Fenix Youth Project respond appropriately, improve safety, and maintain accurate records. Incidents That Must Be Reported Examples include: ● Injury or medical emergency ● Threats of violence ● Abuse or neglect concerns ● Safety concerns ● Boundary violations ● Missing participant concerns ● Confidentiality breaches Incident Report Form Date of Incident: ___________________ Time: ______________________________ Location: ___________________________ Persons Involved: Description of Incident:
Actions Taken: Person Notified: Completed By: Date Submitted: Section 18: Grievance Policy Purpose Fenix Youth Project encourages individuals to communicate concerns so issues can be addressed fairly and respectfully. Who May File a Grievance? ● Clients ● Families ● Volunteers ● Interns ● Staff ● Partners Grievance Process 1. Submit concern verbally or in writing.
2. Leadership reviews the concern. 3. Additional information may be collected. 4. A response or resolution plan is provided. 5. Documentation is maintained. Non-Retaliation Policy Fenix Youth Project prohibits retaliation against anyone who reports concerns in good faith. Section 19: Partnership & MOU Procedures Purpose Fenix Youth Project partners with community organizations to expand resources and opportunities for youth. Potential Partners Examples include: ● Schools ● Churches ● Employers ● Housing providers ● Healthcare providers ● Training programs ● Community organizations Partnership Requirements Partners should agree to:
● Respect confidentiality. ● Maintain professional communication. ● Follow applicable laws and regulations. ● Provide accurate information. ● Support youth safety. Memorandum of Understanding (MOU) Basic Outline Partnership Agreement Between: Fenix Youth Project and Date: Purpose of Partnership The purpose of this partnership is to collaborate on services, resources, and opportunities benefiting youth and young adults. Responsibilities of Fenix Youth Project Fenix Youth Project agrees to: ● Provide appropriate referrals. ● Maintain communication. ● Protect confidential information. ● Follow agreed procedures.
Responsibilities of Partner Organization Partner agrees to: ● Provide agreed services/resources. ● Maintain confidentiality. ● Communicate changes or concerns. ● Treat participants respectfully. Confidentiality Agreement Both organizations agree to protect private information and only share information when authorized. Termination of Partnership Either organization may end the partnership by providing written notice. Signatures: Fenix Youth Project Representative: Date: Partner Representative: Date:
Handbook Acknowledgment I acknowledge that I have received and reviewed the Fenix Youth Project Handbook and agree to follow all policies and procedures. Name: _______________________ Role: ☐ Staff ☐ Volunteer ☐ Intern ☐ Partner Signature: ___________________ Date: _______________________ Fenix Youth Project Safety. Guidance. Growth