Safeguarding Policy

The purpose of this policy is to:

• protect students participating in the program
• establish clear behavioral expectations for mentors and staff
• define safe communication and interaction standards
• provide reporting and escalation procedures
• support a transparent and accountable mentoring environment

Safeguarding is a shared responsibility across mentors, administrators, partner organizations, and supporting adults.

This policy applies to:

• mentors
• students
• staff and administrators
• volunteers
• partner organizations
• invited support personnel with platform access

The policy applies to all interactions connected to the program, including:

• online sessions
• platform messaging
• written feedback
• group workshops
• university and career support activities

We operate under the following principles:

• student safety comes first
• mentorship must remain professional and structured
• interactions should be transparent and reviewable
• boundaries must be clearly maintained
• concerns must be reported and escalated appropriately

All mentor-student communication must occur through approved channels.

Approved channels include:

• the official platform
• approved video meeting tools such as Zoom or Google Meet

The following are prohibited for mentor-student communication:

• LINE
• WhatsApp
• Discord
• Instagram
• Facebook
• private email
• personal phone or text communication

Communication outside approved channels is not permitted.

Sessions may be conducted as:

• one-on-one sessions
• small group sessions
• workshops or cohort-based activities

The following rules apply:

• sessions must remain professional and goal-oriented
• sessions must relate to program objectives
• cameras are optional unless otherwise requested for specific activities
• sessions are not recorded
• mentors may not request private or personal images/videos from students

Students may upload written materials and application-related documents through approved systems.

To maintain transparency and safety:

• administrators may review session logs, mentor notes, and internal platform communications
• invited support personnel from approved partner organizations may also have limited visibility where operationally necessary
• access is restricted based on role and safeguarding responsibilities

This oversight exists to protect both students and mentors.

Mentors, staff, and volunteers must not:

• meet students privately offline
• provide or request money
• purchase gifts for students
• borrow money from students
• engage in romantic or sexual behavior
• communicate through personal social media accounts
• request sensitive personal information unrelated to the program
• use threatening, discriminatory, manipulative, or abusive language
• encourage dependency or isolation from guardians/support organizations

Any violation may result in immediate removal from the program.

All mentors must:

• be at least 21 years old
• use their real identity
• complete email verification
• participate in an onboarding or interview process
• agree to the Mentor Code of Conduct

The organization may request additional verification, including:

• government-issued identification
• criminal background checks
• reference checks

Verification requirements may expand as the program develops.

Any participant may report safeguarding concerns.

Examples include:

• inappropriate mentor behavior
• harassment
• suspected abuse
• exploitation
• threats to student safety
• self-harm concerns
• serious boundary violations

Reports may be submitted to:

contact@socialmobility.jp

All concerns will be reviewed seriously and confidentially where possible.

If there is concern regarding a student’s safety or wellbeing, the organization may:

• contact a parent or guardian
• contact the supporting organization connected to the student
• suspend mentor/student interaction during review
• contact emergency services or relevant authorities in urgent situations

Immediate safety takes priority over confidentiality where necessary.

Mentors and staff must treat student information with care and confidentiality.

However, confidentiality may be limited where:

• safety concerns exist
• legal obligations apply
• escalation is necessary to protect a student or others

Violations of this policy may result in:

• warnings
• suspension
• removal from the platform
• termination of partnership or mentor status
• referral to legal authorities where appropriate

This policy may be updated as the program evolves.

Updated versions will be published on the website and platform.

For safeguarding concerns or questions:

contact@socialmobility.jp