Staff Reference Guide: Member Photos Talking Points

Member Photos - Staff Talking Points

YNS Photo Policy

• For safety and security purposes, the Y requires a photograph on record for each member.
  
  

• Photos are used by staff to identify individuals in the event of an emergency and to confirm identity as a part of our confidential background screening process to ensure a child-safe environment. 
  
  

• Your photograph will not be used for any commercial purpose without your authorization.
  
  

Fielding Questions & Objections

• Be clear: We require a photo for each and every member. Your photo is only saved on your account in our system as a reference for safety purposes - they are different from photos taken around the Y by our marketing team, which you can always opt out of!
  
  

• Limited Exceptions: The only exception is when it comes to the safety and welfare of an individual member (e.g. an active restraining order) which is verifiable by local law enforcement or an attorney. Please loop in Y leadership in these cases.
  
  

• Escalate Objections: If someone refuses a photo, the local membership, operations, or executive director will do their best to understand the situation and explain the safety reasons for the photo requirement. If the individual still refuses, their membership will be terminated. 
  
  

• Consistency is Key: We will not be taking photos of text saying things like, "prefer not to have photo taken" - this sends mixed messages and undermines the safety protocol.
  
  

Emergency Use

If you were to experience a medical emergency, we would need your photo on file to help verify your identity and reach your emergency contact.

Child Safety

YMCA of the North Shore has achieved Praesidium accreditation, one of the most rigorous standardized and objective evaluations an organization can go through, validating child abuse prevention practices. To maintain that highest level of safety for the thousands of kids in our facilities and under our care, we are committed to maintaining updated photos as a key step in our safety protocols.

Raptor Background Screening

• Raptor is a registered sex offender screening service within Daxko, which screens all members, new joins, and guests to flag potentially unwanted visitors at entry.  
  
  

• If a potential threat is identified, the Raptor System will send an instant alert to designated management staff, and the individual will be blocked from facility entry in Daxko until the case is reviewed.
  

• When an account has been flagged, say:
  “Looks like your account will need a quick review by one of our leadership staff members - hang on a minute while I get someone to take a look.”