The Risk of Outside Contact for Organizations

Implementing comprehensive outside contact policies is essential for organizations in the prevention of sexual abuse. These policies play a critical role in setting clear boundaries and standards of conduct to protect employees, consumers, and all individuals associated with the organization. Organizations should define whether and to what extent outside contact between employees and consumers may be permitted and what safeguarding parameters should be in place to manage that risk.

Praesidium’s incident analysis identified that contact outside of regular programming is among the top 3 locations for sexual abuse incidents (n=801), with most occurring in K-12 and faith-based industries. Furthermore, 89% of outside contact incidents involve multiple incidents in which the abusive incidents occur numerously over a period of time and/or there are multiple victims. Praesidium’s incident analysis also identified that the average payout for abuse incidents that involve outside contact was $8.3 million – a hefty cost to pay for an interaction that can be managed through defined organizational policies and consumer education.

For some programs, like traditional youth-serving organizations or K-12 schools, outside contact between employees and consumers may manifest through babysitting, tutoring, or private lessons. For example, when parents have an assumed trust in the camp counselor or teacher who supervises their child in daily programming, they may seek to leverage that existing professional relationship. Parents might request staff to babysit or privately coach their child. Or staff themselves may directly offer to provide those services, separate from the organization’s distinct program activities. While likely engaged without ill intent, this form of outside contact can blur boundaries, increase the risk of possible false allegations against the employee, and increase opportunities for privacy.

In other industries and programs, examples of outside contact include attending special occasions and celebratory events for consumers, such as graduations and birthday parties. In social service programs that support individuals with disabilities, organizations may allow consumers in residential group homes to accompany the staff to celebrate the holidays with that staff member’s family, as that client may not have family nearby or available. This type of outside contact, in which a consumer visits a staff member’s home, is not typically a formal service provided to consumers but one that is informally offered in alignment with the organization’s values of caring for individuals.

Some sectors may have stricter guidelines based on industry and professional standards. For example, within the healthcare industry, outside contact is usually framed within a conflict of interest or dual relationship, in which the provider or clinician is directed to not engage with patients outside the healthcare setting or therapeutic environment in a personal or social capacity.

Safeguarding Strategies for Managing Outside Contact

Ultimately, any organization that allows for outside contact between employees, volunteers, and consumers should define when and under what circumstances it is permitted and what preventative measures should be taken to manage that high-risk interaction, rather than leave it to the personal discretion of these individuals. Some preventative measures an organization can implement include:

• Requiring supervisor/administrator written approval or notification before engaging in the interaction.
• Requiring written parent/guardian approval of the interaction for consumers who are minors.
• Documenting the defined purpose or rationale for that outside contact, as well as the schedule or plan for the interaction, including times of engagement, consumer(s) involved, and location of event/activity.
• Documenting anything unusual that occurred that could be misinterpreted as inappropriate or boundary-crossing behavior.
• Continuing to enforce other organizational policies governing interactions between staff and consumers (like physical affection, verbal interactions, electronic communication, managing one-on-one interactions, and gift giving or receiving).

Organizations that prohibit outside contact should clearly articulate this expectation in policy and ensure employees and volunteers, as well as consumers and their families, are educated on this prohibited interaction.

Creating and implementing effective policies to manage outside contact can be challenging, as it requires a careful balance between safeguarding individuals and respecting their autonomy. Praesidium’s team of experts bring years of experience in crafting tailored solutions that address the unique needs of each organization. Our trusted advisors are here to help you navigate best practices, offering guidance on establishing clear, actionable policies that promote safety, mitigate risks, and build a culture of protection. Contact us today to learn more about how we can support your organization in safeguarding its community.