STANDARDS FOR THE PROTECTION OF MINORS

STANDARDS FOR THE PROTECTION OF MINORS
Annex No. 1 to Order 13/2025
dated 31 March 2025

STANDARDS FOR THE PROTECTION OF MINORS

Chapter I

General principles

§ 1. (Scope of the standards)

The Standards for the Protection of Minors are established for the child’s welfare and in their best interests. They cover four areas:

Protection of Minors Policy:
a) rules for safe recruitment to work at the Baltic Gallery of Contemporary Art (Bałtycka Galeria Sztuki Współczesnej) in Słupsk,
b) rules for safe staff–child relationships,
c) procedures for responding to suspected cases of child harm,
d) rules for protecting the image and personal data of children,
e) rules for safe use of the internet and electronic media.

Employees:

a) rules for recruiting personnel working with children at the Baltic Gallery of Contemporary Art in Słupsk, including the obligation to obtain data from the Register of Sexual Offenders regarding every staff member,
b) rules for safe staff relations with minors, indicating which behaviours are prohibited and which are desirable in contact with a child,
c) provisions for staff training on protecting minors from harm and on providing assistance to children in emergency situations, covering:
– recognition of signs of child abuse,
– intervention procedures in cases of suspected abuse,
– legal liability of staff obliged to take action,
d) rules for preparing personnel (working with children and their parents/guardians) to educate: – children about protection from violence and abuse,
– parents/guardians about parenting without violence and protecting children from violence and abuse,
e) rules for managing and actively using educational materials for children and parents.

Procedures:

a) rules for the Baltic Gallery of Contemporary Art in Słupsk to maintain contact details of institutions and organisations that provide intervention and assistance in cases of child harm (police, family court, crisis intervention centre, social welfare centre, healthcare facilities), and for ensuring access to these contacts for all staff,
b) rules for displaying information about avenues for obtaining help in difficult situations, including free helpline numbers for children and youth.

Monitoring:

Rules for verifying the implemented Standards for the Protection of Minors against harm, with particular emphasis on analyzing situations involving threats to children’s safety.

Chapter II

Principles of safe recruitment

§ 2. (Employer and applicant obligations)

1.Before establishing an employment relationship or before allowing a person to undertake other activities on a non-employment basis related to upbringing, education, leisure, treatment, provision of psychological counselling, spiritual development, sports, or other interests of minors, or to caring for them, the employer shall fulfil the obligations specified in paragraphs 2–8.

2.The employer obtains information on whether the data of the job candidate or the person applying for another activity are entered in the Register with restricted access or in the Register of persons for whom the State Commission for Counteracting the Sexual Exploitation of Minors under 15 has issued an entry decision.

3.A candidate for employment or other activity shall provide the employer with a certificate from the National Criminal Register concerning crimes specified in Chapters XIX and XXV of the Criminal Code, in Art. 189a and Art. 207 of the Criminal Code, and in the Act of 29 July 2005 on Counteracting Drug Addiction (Journal of Laws 2023, item 172 and 2022, item 2600), or with documents concerning acts prohibited under foreign law equivalent to those offences.

4. A person referred to in paragraph 3 who holds citizenship of a state other than the Republic of Poland shall also present to the employer a criminal record extract from the state of citizenship obtained for purposes of volunteering or professional activity involving contact with children.

5.The person referred to in paragraph 3 shall declare to the employer the state(s) in which they resided during the last 20 years, other than the Republic of Poland and the state of citizenship, and shall simultaneously provide the employer with criminal record extracts from those states obtained for professional or volunteer activities involving contact with children.

6.If the law of the state referred to in paragraphs 4 or 5 does not provide for the issuance of information for the purposes of professional or volunteer activities involving contact with children, a criminal record extract from that state shall be provided.

7.If the law of the state from which the information referred to in paragraphs 4–6 is to be obtained does not provide for its issuance or such a criminal record is not maintained in that state, the person referred to in paragraph 3 shall submit to the employer or other organiser a statement to that effect together with a declaration that they have not been finally convicted in that state for acts equivalent to the offences specified in Chapters XIX and XXV of the Criminal Code, in Art. 189a and Art. 207 of the Criminal Code, and in the Act of 29 July 2005 on Counteracting Drug Addiction, and that no other ruling has been issued finding that they committed such prohibited acts, and that they are not subject to any prohibition imposed by a court, other competent authority or statute on holding any or specified positions, performing any or specified professions or activities related to upbringing, education, leisure, treatment, provision of psychological counselling, spiritual development, sports, or other interests of minors, or to caring for them.

8.Statements referred to in paragraphs 5 and 7 are made under criminal liability for making a false statement. The declarant is obliged to include in it the following clause: “I am aware of the criminal liability for making a false statement.” This clause replaces instructing the authority about criminal liability for making a false statement.

9.Information referred to in paragraph 2 shall be recorded by the employer in print form and attached to the employee’s personnel file or to the documentation concerning the person admitted to activities related to upbringing, education, leisure, treatment, provision of psychological counselling, spiritual development, sport, or other interests of minors, or to caring for them. Information and statements referred to in paragraphs 3–7 shall be attached by the employer to the employee’s personnel file or documentation concerning the person admitted to such activities.

§ 3. (Provision of personal data)

For the purpose of fulfilling the obligation specified in § 2 paragraph 2, the job or activity applicant is obliged to provide personal data enabling retrieval of information from the Register with restricted access or the Register of persons for whom the State Commission for Counteracting the Sexual Exploitation of Minors under 15 has issued an entry decision, i.e.:

1.PESEL number,
2.first name;
3.surname;
4.maiden name;
5.father’s name;
6.mother’s name;
7.date of birth.

Chapter III

Principles of safe relationships

§ 4. (General rules)

1.Every employee or person performing work on a basis other than employment is obliged to maintain a professional relationship with children and to always consider whether their reaction, communication or action towards a child is appropriate to the situation, safe, justified and fair to other children.

2.All actions towards minors, especially towards children with disabilities and children with special educational needs, shall be undertaken openly and transparently for others, in order to minimise the risk of misinterpretation of a given behaviour.

§ 5. (Communication rules with minors)

In communication with children, employees and persons performing work on a basis other than employment are obliged to:
1. remain patient and respectful,
2. listen attentively to the child and provide responses appropriate to their age and the situation,
3. inform the child about decisions affecting them, taking into account the child’s expectations,
4.respect the child’s right to privacy; if it is necessary to depart from confidentiality to protect the child, this should be explained to the child as soon as possible; if it becomes necessary to speak with a child in private, leave the door ajar and ensure you remain within sight of others; you may also ask a second staff member to be present during such a conversation,
5.reassure children that if they feel uncomfortable in any situation, or in response to specific behaviour or words, they can tell an institution staff member.

Prohibited are:
1.shaming, humiliating, belittling, insulting a child, and raising one’s voice at a child except where required for the safety of the child or other children,
2. disclosing sensitive information about a child to unauthorized persons, including other children; this includes the child’s image, information about their family, economic, medical, caregiving or legal situation,
3. behaving in an inappropriate manner in the presence of a child; this includes using obscene language, gestures or jokes, making offensive remarks, referring to sexual activity or attractiveness in statements, and exploiting a relationship of power or physical superiority towards a child (intimidation, coercion, threats).

§ 6. (Rules for taking action)

In relationships with minors, employees and persons performing work on a basis other than employment are obliged to adhere to the following rules:
1.value and respect children’s contributions to activities, actively involve them and treat them equally regardless of gender, sexual orientation, ability/disability, social, ethnic, cultural, religious status or worldview,
2.avoid favouritism towards children,
3.it is forbidden to initiate any romantic or sexual relationships with minors or to make inappropriate proposals; this includes sexual comments, jokes, gestures, and providing erotic or pornographic content to children in any form,
4.it is prohibited to record the image of a child (filming, voice recording, photographing) for private purposes; this also applies to allowing third parties to record children’s images if the employer has not been informed, has not consented and parental/guardian consent and the child’s consent have not been obtained,
5.it is forbidden to offer minors alcohol, tobacco products or illegal substances, and to use them in the presence of children,
6.is forbidden to accept money or gifts from a minor or their parents/guardians,
7. it is unacceptable to enter into any dependent relationship with a minor or their parents/guardians, or to behave in a way that may suggest such dependence and lead to accusations of unequal treatment or deriving material or other benefits; this does not apply to occasional holiday-related gifts during the school year, e.g. flowers, pooled gifts or small tokens,
8.all risky situations involving an employee’s infatuation with a child or a child’s infatuation with an employee must be reported to the employer.

§ 7. (Physical contact)

1.Any violent action against a child is unacceptable.
2.Physical contact with a child may be appropriate and meet the rules of safe contact if it responds to the child’s needs at a given moment, takes into account the child’s age, developmental stage, gender, cultural and situational context. In such contacts one should always apply professional judgement, listen, observe and note the child’s reaction, ask for the child’s consent to physical contact (e.g. a hug) and be aware that even with good intentions such contact may be misinterpreted by the child or third parties.
3.Beating, shoving, pushing and otherwise violating the child’s physical integrity in any way is prohibited.
4.It is forbidden to touch a child in a manner that may be deemed indecent or inappropriate.
5.One should not engage in activities such as tickling, mock fights with children or rough play.
6.Special caution must be exercised with children who have experienced abuse and harm, including sexual or physical abuse or neglect. Such experiences can sometimes lead a child to seek inappropriate or inadequate physical contact with adults.
7.Physical contact with a child must never be secretive or hidden, involve any gratification, or result from a relationship of power.
8.In situations requiring care and hygiene procedures for a child, unnecessary physical contact should be avoided.
9.During trips and excursions it is unacceptable to share a bed or a room with a child.

§ 8. (Staff contact with children outside working hours)

1.Contact with children attending workshops at the Baltic Gallery of Contemporary Art in Słupsk or participating in art lessons run by the Gallery’s staff should take place only during working hours and concern educational or upbringing purposes.
2.Employees and persons performing work on a basis other than employment are prohibited from inviting children to their homes or meeting them outside working hours; this includes contacts with children via private communication channels (private phone, e-mail, messengers, social media profiles).
3.If necessary, appropriate forms of communication with children and their parents/guardians outside working hours are official channels (institutional e-mail, work phone).
4.If a meeting with children outside working hours is necessary, the employee must inform the Director of the Baltic Gallery of Contemporary Art in Słupsk, and the parents/guardians must consent to such contact.
5.Maintaining social or family relations (if children and their parents/guardians are close to the employee) requires confidentiality of all information concerning other children, their parents and guardians.

§ 9. (Online safety)

1.Employees and persons performing work on a basis other than employment are obliged to switch off or mute personal electronic devices during lessons and to disable Bluetooth functionality within the institution.
2.It is forbidden to establish contact with children by accepting or sending friend requests or invitations on social media.

Chapter IV

Procedures for responding to suspected cases of child harm

§ 10. (Becoming aware)

1.If an employee or person performing work on a basis other than employment becomes suspicious that a child is being harmed, they are obliged to prepare an official note according to the template constituting Annex No. 1 to these standards and forward the information to the Director of the Baltic Gallery of Contemporary Art in Słupsk.
2.After receiving the information, the Director of the Baltic Gallery of Contemporary Art in Słupsk notifies the child’s caregivers whom they suspect are being harmed, informs them of the suspicion and notifies the appropriate institutions.
3.If there is a suspicion that a child’s life is in danger or that the child faces serious harm to health, the relevant services (police, emergency medical services) must be notified immediately by calling 112 or 998 (ambulance). The staff member who first obtained information about the threat shall inform the services and then complete the intervention form.
4.An intervention form shall be prepared for the course of each intervention using the template constituting Annex No. 2 to these standards. The intervention form is stored in the Baltic Gallery of Contemporary Art’s secretariat in Słupsk.
5.All employees of the Baltic Gallery of Contemporary Art and other persons who, in the course of performing official duties, obtained information about child harm or information related thereto, are obliged to keep such information confidential, except for information transmitted to authorised institutions as part of intervention actions.

§ 11. (Requirements for safe relations among minors)

1.The fundamental rule of relations among minors is to act with respect, considering the dignity and needs of all minors. Use of violence against another minor in any form is unacceptable.
2.Minors must not use violence, bully others, or use vulgar, offensive language.
They must not shame, humiliate, belittle or insult one another, nor shout at other minors.
3.Respect for others’ right to privacy must be observed.
4.It is forbidden to use vulgar words, gestures and jokes, make offensive remarks, refer to sexual activity or attractiveness, or exploit physical superiority (intimidation, coercion, threats) towards others.
5.It is forbidden to record the image of others (filming, voice recording, photographing) without their consent or in situations that may embarrass or offend them.
6.It is forbidden to use or propose the use of alcohol, tobacco products or illegal substances.

§ 12. (Procedures)

1.In the case of harm to a minor by other minors, staff must react immediately to acts of aggression and violence, primarily by stopping the aggression or violence and speaking with the victim and the perpetrator, and by encouraging the perpetrator to make amends.
2.If the minor’s condition indicates a threat to their health or life, the Director of the Baltic Gallery of Contemporary Art in Słupsk or another employee shall call for medical assistance (after prior notification of parents or legal guardians).
3.If acts of aggression and violence are not incidental, the authorised staff member shall interview the harmed minor (where and when incidents occur, their frequency, etc.) and speak with the perpetrator(s) and any witnesses.
4.If the situation requires, after establishing the circumstances, the authorised staff member shall notify or summon the parents/legal guardians of both the harmed minor and the perpetrator(s).
5.With minors who witnessed violence, the authorised staff member discusses the course of events, focusing the conversation on coping strategies in difficult situations, how to respond to harm and to whom to report such incidents.
6.If the perpetrator of aggression/violence is unknown, the Director of the Baltic Gallery of Contemporary Art in Słupsk, after establishing the facts, informs the parents/legal guardians of the victim of the possibility of notifying the police or notifies the police themselves.
7.If a crime has been committed against a child, the Director of the Baltic Gallery of Contemporary Art in Słupsk prepares a report of the suspected commission of a crime and forwards it to the competent local police or prosecutor’s office using the template constituting Annex No. 3 to these standards.
8.If discussions with caregivers indicate unwillingness to help the child, ignoring the incident or otherwise failing to support the harmed child, the Director of the Baltic Gallery of Contemporary Art prepares an application for a family situation review, which is forwarded to the competent family court using the template constituting Annex No. 4 to these standards.

§ 13. (Procedure in case of disclosure of cyberbullying)

1.In the case of disclosure of cyberbullying, the person aware of the event informs the Director of the Baltic Gallery of Contemporary Art in Słupsk.
2.The person to whom the incident was reported is obliged to:
a. clarify the event and, where possible, identify the perpetrator,
b. speak with the victim (provide psychological support, counselling),
c. speak with the perpetrator, establish the circumstances, require cessation of such conduct and removal of materials from the network,
d. inform the victim’s caregivers about the incident,
e. inform the perpetrator’s caregivers about the incident and discuss the child’s behaviour with them.
3.If the perpetrator of cyberbullying is unknown, the Director of the Baltic Gallery of Contemporary Art in Słupsk, after establishing the facts, informs the victim’s parents/legal guardians about the possibility of notifying the police. Provisions of §12 paragraphs 7 and 8 apply accordingly.

Chapter V

Principles for establishing a support plan for a minor after disclosure of harm

§ 14. (Recognition of signals)

1.Every employee or person performing work on a basis other than employment who becomes aware of the harm of a child is obliged to react to a threat to the welfare of the minor.
2. If the institution notices signals, they should be verified by collecting information from other employees and documentation.
3.An authorised employee collects information and coordinates actions aimed at assisting the pupil.
4.Attention should be paid to signs of physical injury, pain on movement, etc.
5.Disordered behaviour of a minor that may result from harm should be observed.
6.If necessary, contact should be made with staff from other services and institutions working with the child and family to verify the information.
7.If the institution receives signals of harm to a minor from other sources, conversations should be conducted with persons in the minor’s environment, i.e. parents, siblings.
8. After gathering and analysing information, risks and possible support measures for the child should be assessed.

Chapter VI

Protection of the image and personal data of minors

§ 15. (General principles)

The institution, recognising the child’s right to privacy and protection of personal rights, provides protection for the child’s image and the highest standards for processing minors’ personal data in accordance with applicable law.
In all activities, the institution acts responsibly and prudently regarding recording, processing, using and publishing children’s images.

§ 16. (Protection of the image)

1.Recording a child’s image (filming, photographing, recording the child’s voice) on the institution’s premises requires written consent of the parent or legal guardian.
2.Parental/guardian consent for use of a child’s image is binding if children and parents/guardians have been informed about how the photos/recordings will be used and the risks associated with publishing the image, in particular:
a. what the photos/recordings will be used for and in what context,
b. how these data will be stored and what potential risks are associated with publishing photos/recordings online.
3.Persons recording and processing a child’s image are required to:
a. avoid captioning photos/recordings with identifying information (first and last name); if captioning is necessary, use only the child’s first name (and optionally the first initial of the surname),
b. not disclose any sensitive information about the child, including health status, financial situation, legal status and information related to the child’s image (e.g. in the case of individual fundraising organised by the institution).
4. A child’s image may be recorded subject to the following conditions:
a. all children appearing in a photo/recording must be clothed, and the situation must not be humiliating, mocking or present the child in a negative context,
b. photos/recordings should focus on activities performed by children and, where possible, show children in groups rather than as individuals,
c. photos of children no longer under the institution’s care must not be published unless they or their parents/guardians have consented to the use of photos after leaving the institution,
d. all suspicions and issues concerning inappropriate dissemination of children’s images are recorded and reported to the Director.
5. When the institution records children’s images for its own use, it must:
a. inform children and parents/guardians that the event will be recorded,
b. obtain parents’/guardians’ written consent for recording the event,
6. When an external entity records the event, it is necessary to:
a. require that entity to comply with these standards,
b. require that entity to wear an identification badge during the event,
c. prevent situations where the recording person/company is with children without supervision of an institution employee,
d.inform parents/guardians and children that the recording person/company will be present and obtain their written consent to record their children’s images.

6.When parents/guardians or event attendees record children’s images for private use, at the start of each such event, attendees should be informed that:
a. using, processing and publishing photos/recordings containing images of children and adults requires consent from those persons, and in the case of children – consent from their parents/guardians,
b. photos or recordings containing images of children should not be shared on social media or open platforms unless parents or guardians consent,
c. before publishing a photo/recording online, always check privacy settings to ensure who will have access to the child’s image.
7. Media representatives or any other persons who wish to record an institution event and publish the material must notify the Director in advance and obtain permission.
8. In the situation referred to in paragraph 7, written parental/guardian consent for recording children’s images is required.
9. Media representatives or any other person wishing to record an institution event and publish the material are obliged to provide:

a. the name and address of the person or editorial office requesting consent,
b. justification for the need to record the event and information on how and in what context the collected material will be used,
c. a signed declaration that the provided information is true.
10. Employees and other persons performing work in the institution must not allow media representatives or unauthorised persons to record a child’s image on the premises without the parent/guardian’s written consent and without the Director’s consent.
11. If children, parents or guardians do not consent to recording a child’s image, their decision must be respected. In such a case, arrangements should be made with parents/guardians and children on how the recording person will identify the child to avoid recording their image in individual and group photos.
12. Meeting the obligation in paragraph 11 must not lead to exclusion of the child whose image should not be recorded.
13. The institution stores materials containing children’s images lawfully and in a manner safe for children:
a. analogue media with photos and recordings are kept in a locked cabinet, and electronic media containing photos and recordings are stored in a protected folder with restricted access for authorised institution personnel,
b. media are stored for the period required by archival law,
c. the institution does not store electronic materials containing children’s images on unencrypted or mobile media such as mobile phones and portable storage devices (e.g. USB drives),
d. it is forbidden for staff to use personal recording devices (i.e. mobile phones, cameras, camcorders) to record children’s images,
e. images of children may be recorded only using recording devices owned by the institution or by an external entity with which a contract for processing children’s images has been concluded.

Chapter VII

Rules for safe use of the internet and electronic media

§ 17. (General rules)

1. When providing children access to the internet, the institution takes measures to protect minors from accessing content that may endanger their proper development. In particular, it installs and updates protective software.
2. On the institution’s premises, a child’s access to the internet is possible only under adult supervision as part of organised activities; the supervising adult is obliged to inform children about safe internet use and to monitor their safety while using the internet during lessons.
3.The institution provides constant access to educational materials on safe internet use at computers with internet access.

§ 18. (Responsibilities of the person responsible for internet access)

The person responsible for internet access, in consultation with the Director of the Baltic Gallery of Contemporary Art in Słupsk, secures the network against harmful content by installing and updating appropriate software, which is updated as needed – at least once a month.

§ 19. (Information board)

An information board on current issues and various topics related to digital safety shall be created, which will also include: telephone numbers for anonymously reporting breaches of digital security and contacts for persons responsible for digital safety in the institution.

§ 20. (Intervention actions)

1.In case of access to harmful, undesirable or illegal content (pornography, content depicting violence, promotion of harmful actions to health and life, promotion of fascism, lawbreaking, suicide, self-harm, drugs, recruitment to illegal organisations and terrorism):
a. secure the harmful content as electronic evidence with the help of parents/legal guardians and, if necessary, a representative of the institution who has the appropriate technical competence,
b. if the content can be directly linked to the institution’s pupils – all parents/legal guardians shall be informed about the incident and the child’s role,
c. if the illegal or harmful content is unrelated to the institution’s pupils – inform the police (emergency number: 112, 997) and the www.dyzurnet.pl service,
d. if peers are involved in sharing harmful or illegal content, all parents/legal guardians must be informed about the incident,
e.in the case of dissemination by the perpetrator of illegal content (e.g. child pornography), notifying the police is mandatory.
2. In the event of an offence such as dissemination of pornographic materials involving a minor or an attempt by an adult to seduce a minor under 15, the police must be notified immediately (in consultation with the child’s parents/legal guardians).
3. If the victim requires specialist psychological care, the decision to provide such care should be made in agreement with their parents/legal guardians.

Chapter VIII

Monitoring implementation of the Standards for the Protection of Minors against harm

§ 21.

1. The Director of the Baltic Gallery of Contemporary Art in Słupsk is responsible for implementing and promoting the Standards for the Protection of Minors against harm. The Director may appoint another person to carry out these tasks by delegation of authority.
2.The person referred to in paragraph 1 is responsible for monitoring implementation of the Standards, responding to signals of violations, keeping a register of reports and proposing amendments to the Standards.
3.The person responsible for implementation and promotion of the Standards conducts a monitoring survey among the institution’s employees once every 12 months, in which staff may propose changes and report violations of the Standards.
4.On the basis of the conducted survey, the person responsible prepares a monitoring report, which is then submitted to the Director of the Baltic Gallery of Contemporary Art in Słupsk.
5.Based on the received report, the Director of the Baltic Gallery of Contemporary Art in Słupsk introduces necessary changes to the Standards and announces them to staff, children and their parents/guardians.

Chapter IX

Final provisions

§ 22.

1.The Standards for the Protection of Minors against harm enter into force on the date of their publication.
2.The Standards are posted in a visible place on the noticeboard for staff, minors and their guardians. The Standards are also made available to staff, minors and their guardians upon request.
3.Every employee is obliged to familiarise themselves with the standards after entering into an employment contract.
4.Employees confirm their familiarity with the standards by signature.

Annex No. 1 to the Standards for the Protection of Minors

Incident report

Child’s name and surname: ……………………………………………………………………………………………………………

Description of the situation/event:

…………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………

…………………………………………………………………………….

Signature

Annex No. 2 to the Standards for the Protection of Minors

INTERVENTION FORM

Child’s name and surname
Reason for intervention (form of harm)
Person reporting the suspicion of harm
Description of actions taken other than intervention Date Action
Meetings with the child’s caregivers Date Description of meeting
Form of intervention undertaken (tick as appropriate) report of suspicion of crime, application for review of the child’s/family situation, other type of intervention. Which? ……………………………………………………………………………… ………………..……………………………………..………………………………… ……………………………………………………………………………………………..
Data concerning the intervention (name of authority to which the intervention was reported) and date of intervention
Intervention outcomes: actions of law enforcement/justice bodies, if the organisation received information on outcomes of its own action/parents’ actions Date Action

Annex No. 3 to the Standards for the Protection of Minors

Place, ………..…………… (date)

District Prosecutor’s Office

in …………………… [1]

Ref. no. ……………..

Notifier: name or institution

represented by: …………………………..………………

correspondence address: …………………………………………

Notification of suspected commission of a crime

I hereby submit a notification of suspected commission of a crime against the minor ……………. (name and surname, date of birth) by ………………………… (name and surname of the alleged perpetrator).

Justification

During the course of duties performed by … (name and surname of employee) the child ……………………… (name and surname) revealed disturbing facts concerning

Further description of the suspicion of a crime …………………………………………………..

SIGNATURE

Annex No. 4 to the Standards for the Protection of Minors

Place, …………………… (date)

District Court in ……………….

Family and Juvenile Division [2]

Ref. no. ……………..

Applicant: name or institution

represented by: …………………………

correspondence address: …………………………

Participants in the proceedings: …………………. (names of parents)

……………………………………………………………………….

(residential address)

minor: ……………………….………………………………

(child’s name and date of birth)

Application for review of the child’s situation

I hereby apply for a review of the situation of the minor ………………… (child’s name and date of birth[3]) and for issuing appropriate care orders.

Justification

Description of the situation threatening the child’s welfare

……………………..………………………………………………………………………………………

In view of the above facts, it can be assumed that the welfare of the minor ………………. is threatened and the parents are not properly exercising parental authority. Therefore, an application for review of the family situation of the minor and possible support for the parents is justified.

SIGNATURE

Annex No. 5 to the Standards for the Protection of Minors

………………………………………………………..

(name)

……………………………………………………………….

………………………………………………………..

(address)

STATEMENT OF ACKNOWLEDGEMENT OF THE STANDARDS
FOR THE PROTECTION OF MINORS AT THE BALTIC GALLERY OF CONTEMPORARY ART IN SŁUPSK

I have read the content of the Standards for the Protection of Minors at the Baltic Gallery of Contemporary Art in Słupsk introduced by Order No. 10/2024 of 08.04.2024 of the Director of the Baltic Gallery of Contemporary Art in Słupsk and I undertake to comply with the provisions contained therein.

…………………………………………………………………………

(place and date) (signature)

Annex No. 2 to Order 13/2025
dated 31 March 2025

STANDARDS FOR THE PROTECTION OF MINORS
SHORT VERSION

Principles of safe relationships

Every employee or person performing work on a basis other than employment is obliged to maintain a professional relationship with children and to always consider whether their reaction, communication or action towards a child is appropriate to the situation, safe, justified and fair to other children.
All actions towards minors, especially towards children with disabilities and children with special educational needs, shall be undertaken openly and transparently for others to minimise the risk of misinterpretation of the behaviour.

Rules of communication with minors

In communication with children, employees and persons performing work on a basis other than employment are obliged to:
– remain patient and respectful,
– listen attentively to the child and provide responses appropriate to their age and the situation,
– inform the child about decisions affecting them, taking into account the child’s expectations,
– respect the child’s right to privacy; if departure from confidentiality is necessary to protect the child, explain this as soon as possible; if a private conversation is necessary, leave the door ajar and ensure visibility by others; a second worker may be asked to be present during such a talk,
– assure children that if they feel uncomfortable in any situation, or in response to specific behaviour or words, they can inform an institution worker.

Prohibited are:
– shaming, humiliating, belittling, insulting a child and raising one’s voice at a child except where required for the safety of the child or other children,
– disclosing sensitive information about a child to unauthorised persons, including other children; this includes a child’s image, information about their family, economic, medical, caregiving and legal situation,
– behaving in an inappropriate manner in the presence of a child; this includes using obscene words, gestures and jokes, making offensive remarks, referring to sexual activity or attractiveness and exploiting a relationship of power or physical superiority (intimidation, coercion, threats).

Rules for taking action

In relationships with minors, employees and persons performing work on a basis other than employment are obliged to adhere to the following rules:
– value and respect children’s contributions, actively involve them and treat them equally regardless of gender, sexual orientation, ability/disability, social status, ethnicity, culture, religion and worldview,
– avoid favouritism towards children,
– any romantic or sexual relationship with minors and making inappropriate proposals are prohibited; this includes sexual comments, jokes, gestures and providing erotic or pornographic content to children in any form,
– the recording of a child’s image (filming, voice recording, photographing) for private purposes is not allowed; this includes allowing third parties to record children’s images if the employer has not been informed, has not consented and parental/guardian and child consent has not been obtained,
– it is forbidden to offer minors alcohol, tobacco products or illegal substances, and to use them in the presence of children,
– it is forbidden to accept money and gifts from a minor or their parents/guardians,
– it is unacceptable to enter into any dependent relationship with a minor or their parents/guardians or to behave in a way that may suggest such dependence and lead to accusations of unequal treatment or deriving material or other benefits; this does not apply to occasional holiday gifts during the school year, e.g. flowers, pooled gifts or small tokens,
– all risky situations involving infatuation by an employee with a child or by a child with an employee must be reported to the employer.

Physical contact

Any violent act against a child is unacceptable.
Physical contact with a child may be appropriate and comply with safe contact rules if it responds to the child’s needs, takes into account the child’s age, developmental stage, gender and cultural and situational context. In such contacts apply professional judgement, observe and record the child’s reaction, ask for consent for physical contact (e.g. hug) and be aware that such contact may be misinterpreted.
Beating, shoving, pushing and other violations of the child’s physical integrity are prohibited.
Touch that may be considered indecent or inappropriate is forbidden.
Do not engage in activities such as tickling, mock fights with children or rough physical play.
Take special care with children who have experienced abuse, as they may seek inappropriate physical contact.
Physical contact with a child must never be secretive, involve gratification or result from a relationship of power.
In care and hygiene tasks avoid more physical contact than necessary.
During trips and excursions it is unacceptable to share a bed or room with a child.

Staff contact with children outside working hours

Contact with children attending workshops or lessons conducted by the Gallery’s staff should occur only during working hours and for educational or upbringing purposes.
Employees and persons performing work on a basis other than employment are prohibited from inviting children to their homes or meeting them outside working hours, including via private communication channels (private phone, e-mail, messengers, social media profiles).
If necessary, official channels (institutional e-mail, work phone) should be used to communicate with children and their parents/guardians outside working hours.
If a meeting outside working hours is necessary, the employee must inform the Director and parents/guardians must consent.
Maintaining social or family relations requires confidentiality of all information concerning other children and their parents/guardians.

Online safety

On the institution’s premises, children’s access to the internet is allowed only under adult supervision during organised activities; the supervising adult is obliged to inform children about safe internet use and monitor their safety.
The institution ensures constant access to educational materials on safe internet use at computers with network access.

Information board

An information board on digital safety issues will be created, including anonymous reporting phone numbers and contacts for persons responsible for digital safety in the institution.

[1] The notification should be submitted to the District Prosecutor’s Office or the Police unit competent for the place where the crime was committed.

[2] The notification should be submitted to the District Prosecutor’s Office or the Police unit competent for the place where the crime was committed.

[3] Always provide the child’s name and address of residence. Only then can the court effectively help the child, e.g. by sending a court-appointed officer to the family interview.