Iowa Association of Electric Cooperatives

Youth Tour Chaperone Information Form

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CHAPERONE CONTACT INFO
*  Name as it appears on birth certificate or government-issued ID (must be exact for the airline)
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*  This info is needed in order to purchase airline tickets
*  This info is needed in order to purchase airline tickets
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 If your size is not listed, email Shelly @ syork@iowarec.org
SOCIAL MEDIA AGREEMENT

Social Media Agreement 

Social media, such as Facebook, Twitter, Instagram, Snapchat, YouTube, personal texting, and others, are powerful tools of communication that can have significant impact on your personal reputation as well as the reputations of the cooperative you are representing, the Iowa Association of Electric Cooperative (IAEC) and the National Rural Electric Cooperative Association (NRECA).

You must read and sign this contract acknowledging personal responsibility to use social media responsibly as a cooperative representative, and a representative of IAEC on the NRECA Youth Tour. Please adhere to the following rules and guidelines when posting on Social Media sites while on Youth Tour or thereafter concerning Youth Tour.

  • Think twice before posting. Privacy does not exist in the world of social media. Even if you think the information will disappear after a few hours, an image, with your name attached, can last a lifetime. Consider what could happen if a post becomes widely known and how that may reflect on your reputation, the reputation of your family and friends, the reputation of your cooperative, IAEC and NRECA. Moreover, the information you place online could jeopardize your future when applying to college or for a job for years after YouthTour.
  • Always be authentic. Be honest about your identity. If you post personally or use a Youth Tour hashtag, make sure you are being a positive representative of your cooperative, IAEC and NRECA YouthTour.
  • When posting on social media while on Youth Tour, you will not be disrespectful, disingenuous, inappropriate oroffensive.
  • Never pretend to be someone else when you post personally or as a Youth Tour representative.
  • Be respectful and thoughtful. Youth Tour participants are committed to showing respect and dignity for all people and to the civil and thoughtful discussion of opposing ideas. Treat others the way you would like them to treat you on social mediasites.
  • Know the rules. Become familiar with the terms of service and policies of the social media sites and networks in which you participate, and the appropriate code of ethics required for responsible online communications.

These guidelines and rules are non-negotiable and the consequences are dependent on the degree of misuse of social media.

*
 Print your name.
Draw your signature.
Iowa Youth Tour Chaperone Guidelines

Physical Requirements:

  • Able to lift 50 lbs (luggage)
  • Able to endure long days 12 to 16 hours per day
  • Able to walk long distances
  • Able to endure very little sleep


Working Conditions:

  • Able to work in extreme heat
  • Able to work in rain
  • Able to tolerate large crowds


Able to do other duties as assigned by the Director/Lead Chaperone.

  1. While Youth Tour is fun, it is NOT a vacation, and at times can be demanding and physically draining work. As chaperones on the Iowa Electric Cooperatives’ Youth Tour of Washington, D.C. we are responsible for the well being of our students. We are to be aware of the whereabouts of all of our students at all times during the tour.
     
  2. Chaperones are responsible for exhibiting proper behavior as a representative of Iowa’s rural electric cooperatives. Behavior should reflect the proper example to all students on the tour.
     
  3. Chaperones should read the Iowa Electric Cooperatives’ Youth Tour Participant Handbook prior to departure to become familiar with expectations for student behavior and performance during the Youth Tour. Chaperones are expected to adhere to the same rules and policies as stated in the handbook, such as use of cell phones, clothing requirements, etc.
     
  4. Youth Tour chaperones:
  • may not use or possess alcohol or other drugs during Youth Tour;
  • may not use tobacco in the presence of, or within the sight of, students during Youth Tour;
  • may not use inappropriate or obscene language during Youth Tour;
  • may not administer any medications, prescription or nonprescription, to students during Youth Tour.
     
  1. Each student will be assigned a number for the tour. Students “number off” before we leave any location during our tour. This activity typically becomes fun, effective and efficient by the 2nd or 3rd time we do it! You will be asked to monitor the numbers to make certain we are not missing any of our students. Try to learn names of our students as quickly as possible so they can be identified by sight. We will provide you with their information and photos prior to departure.
     
  2. Each chaperone will be assigned his/her own overnight sleeping room.
     
  1. Each chaperone will be responsible for making sure students adhere to curfew guidelines as noted on the itinerary and are in their assigned room each evening by performing bed checks. In Washington, D.C. the hotel will be strict about curfew and provide nighttime security on each floor housing Youth Tour students. It is important to enforce curfew early in the trip. Bed checks and “lights out” times are listed clearly on each day’s itinerary. Youth Tour guidelines require that bed checks be face-to-face to ensure the safety of our students. Chaperones will be assigned room checks based upon gender.
     
  2. Bed checks and room supervision should follow an “above suspicion” policy - one-on-one situations between chaperones and students should be avoided at all times. Situations that could be construed as improper must be recognized by the chaperone and avoided. In the event of a student emergency in a hotel room, contact Shelly York or another chaperone immediately to accompany you into the room.
     
  3. Please assist with checking compliance of student attire. If you find questionable dress, please remind them of the dress code or contact Shelly. It’s important that we establish these guidelines at the beginning of the tour. Chaperones should also be aware that each state follows their own dress code - we choose what’s appropriate for Iowa.
     
  4. Chaperones are to remain with the group at all times during the tour. No chaperones are allowed to accompany students and/or travel outside of the hotel property without the knowledge of Shelly York.
     
  5. Please help to spot “loners” and try to bring them into the group. Since we accompany the group most of the time, students can begin to think that there is no danger and feel safe to wander off on their own. We must insist they be in groups of three or more when they are away from us.
     
  6. All chaperones are asked to adhere to the same cell phone usage guidelines as students, however, we understand that smart phones now allow chaperones the convenience of keeping up with work e-mail while touring. Please use common sense when using phones and make certain that students are safe and secure.
     
  7. Be aware that things can change in a moment and we don't always know what could occur so it is imperative that Youth Tour staff remain calm and flexible! If there is a change in itinerary, Shelly will give the team directions to pass along to the students. In order to avoid miscommunication, chaos and a chance for leaving someone behind, we ask chaperones to be aware Shelly York becomes the lead point of contact in the event of an emergency and/or disaster situation.
     
  8. Chaperones will enforce the rules that males and females are not permitted to visit each other in their hotel rooms.
     
  9. Any teasing, gossiping, hazing, taunting or other forms of inappropriate behavior will not be tolerated. We expect all students and chaperones to follow protocol and address each other with appropriate language and respect. Incidents of disrespect or more severe negative behaviors must be reported to Shelly York and handled accordingly. If a student becomes disruptive or uncooperative or their behavior jeopardizes the safety and enjoyment of the rest of the group, the student’s parents will be notified and the student will be sent home at their parent’s expense.
     
  10. If a student becomes ill, chaperones should contact Shelly York immediately. If there is an accident, contact Shelly York immediately so she can assess the situation and respond appropriately.
     
  11. We ask chaperones to help “bring up the rear” when we move as a group. There will be a lot of other tour groups in the same area and it is a challenge to keep our group together. Remind them to be quiet, courteous, to obey the traffic signals when crossing the street and not to “hog” an entire sidewalk during our tour.
2022 COVID 19 PROTOCOL AND WAIVER

ASSUMPTION OF RISK, RELEASE AND WAIVER OF LIABILITY AND INDEMNITY AGREEMENT RELATING TO COVID-19 EXPOSURE, COVID-19 LIABILITY, AND COVID-19 RISKS:

Policy: The safety of all who attend Iowa Youth Tour is of paramount importance to our staff, members, and the Iowa Association of Electric Cooperatives (IAEC) Board.  We are looking forward to being with those of you who attend the Tour in 2022.

The Iowa Youth Tour has put in place preventative measures to reduce the spread of COVID-19; however, the Iowa Youth Tour cannot guarantee that you or your child(ren) will not become infected with COVID-19.  Attending the Iowa Youth Tour could increase your risk and your child(ren)'s risk of contracting COVID-19.

We all assume some risk related to exposure to COVID and any other communicable diseases where people are present.  The Iowa Youth Tour and our host facilities will meet all local and state requirements.  Items in this document are being put into place to mitigate those risks to the best of our abilities.  It remains that some of the items in this document are subject to change as we get closer to the summer.  We will continue to update our procedures in cooperation with our host facilities and local authorities as needed.

Goal: No COVID infections within our group

Expectation: If we have an infection, have a plan we can implement immediately

Our pledge:

We will … follow current local and CDC rules as well as any additional National Rural Electric Cooperative Association (the national association that partners with states to host Youth Tour), hotel and venue mandates

We will … require all participants to submit proof of a negative COVID-19 viral test (regardless of vaccination status) taken 72 hours or less before departure.  IAEC will provide parents/guardians with a rapid test to administer to their student.

We will … require all chaperones to be fully vaccinated. This is not a political statement or concern; we just need to take all precautions available to us to stay fully staffed during Youth Tour.

We will … encourage, but not require, all students to be vaccinated.

We will … take daily temps

We will … provide hand sanitizer and disposable masks daily

We will … communicate any positive COVID cases with parents, students, NRECA, IAEC and the local cooperative (while staying HIPAA compliant) Note: vaccination status will be asked for in the health forms to collect information pertinent to percentages necessitating mask mandates, etc.

We will … seek medical treatment when appropriate

Before the trip:

Communicate the expectations with cooperatives, parents, students. Examples:

  • If the student is not feeling well, they should not attend.
  • We will be following current local and CDC rules (likely wearing masks while in buildings, on buses, or in other areas where social distancing isn’t possible or practical)
  • If the student has seasonal or other histamine-producing allergies, make sure that they are taking their allergy medicine prior to leaving for DC, and while on the trip, to avoid any allergy symptoms that may be construed as COVID symptoms.

Will work with NRECA to try and get a few chaperones booked in double-double rooms (in the event we must have them share a room, so we have quarantine room/rooms available). There is no guarantee that we can do this, since (understandingly) most of the double-double rooms will be assigned to students.

Have rapid tests available

Have at least 4 thermometers available (assign chaperones to take temps each day)

If someone is NOT feeling well:

Provide them with a rapid test and a N95 mask.

If it is negative, have them consult with a medical professional and follow any health instructions

The Iowa Youth Tour Director will call:

  • Parents/guardian

If positive, quarantine immediately

The Iowa Youth Tour Director will call:

  • Parents/guardian
  • IAEC EVP and Communications Director
  • Local cooperative
  • NRECA

Test roommate and those in their immediate social/travel group, and anyone else our Youth Tour staff deems should be tested. If any test positive, follow positive protocol.

If the student has mild symptoms, we will make arrangements to transport them back to Iowa. Options:

  • A parent can fly out and drive them back (rental car)
  • An IAEC staff member can fly out and drive them back (rental car)
  • A chaperone can drive them back (rental car)
    • 2-day trip – halfway is at about the state line between Ohio and Indiana

IAEC will work with the local cooperative about footing the bill for the transportation

If the student’s symptoms are more severe, make arrangements for them to stay at the hotel until they are able to travel. A chaperone will be assigned as a caregiver.

As long as the students who test positive aren’t too sick, they can hang out in the same rooms together and we can keep them entertained with certain activities.

Checking in at least daily with parents/guardians.

IAEC will work with the local cooperative about footing the bill for the transportation

After the trip:

Any student who tests positive within 7 days of returning from the trip should report this to the Iowa Youth Tour Director who will in-turn report it to anyone in the student's immediate social/travel group and the National Rural Electric Cooperative Association.

By signing this agreement, I acknowledge the contagious nature of COVID-19 and voluntarily assume the risk that my child(ren) and I may be exposed to or infected by COVID-19 by attending this event and that such exposure or infection may result in personal injury, illness, permanent disability, and death.  I understand that the risk of becoming exposed to or infected by COVID-19 at the Iowa Youth Tour may result from the actions, omissions, or negligence of myself, my child(ren), and others, including but not limited to the Iowa Association of Electric Cooperatives (IAEC), National Rural Electric Cooperative Association (NRECA) employees, the Local Cooperative, members, chaperones and program participants and their families. 

The Board of Directors for Iowa Association of Electric Cooperatives, who oversees the Iowa Youth Tour, has taken steps to implement certain recommended guidance and recommendations issued by public health agencies for slowing the transmission of COVID-19, including without limitation, the protocols set forth above. I acknowledge and agree that the Board of Directors of IAEC may revise its procedures at any time based on updated suggested guidance and recommendations issued by public health agencies and further agree to comply with the Board's revised procedures prior to my child(ren)'s participation in any Iowa Youth Tour programs. 

I release the IAEC, NRECA and the Local Cooperatives from any claim which arises on account of first-aid treatment or other medical services rendered in connection with an emergency during my child(ren)'s time with the Iowa Youth Tour.  I further authorize the IAEC and NRECA employee or chaperone supervising the Iowa Youth Tour program to secure medical care for my child(ren) in the event of injury.  I promise to assume liability for payment and hold harmless the IAEC, NRECA, the Local Cooperative and their staff, chaperones and members.

I HAVE CAREFULLY READ AND VOLUNTARILY SIGNED THIS ASSUMPTION OF RISK, RELEASE, AND WAIVER OF LIABILITY, AND INDEMNITY AGREEMENT. I AM AWARE THAT BY AGREEING TO THIS AGREEMENT I AM GIVING UP VALUABLE LEGAL RIGHTS, INCLUDING THE RIGHT TO RECOVER DAMAGES FROM AND THE IOWA ASSOCIATION OF ELECTRIC COOPERATIVES, NATIONAL RURAL ELECTRIC COOPERATIVE ASSOCIATION, AND THE LOCAL COOPERATIVE IN CASE OF ILLNESS, INJURY DEATH OR PROPERTY LOSS OR DAMAGE, INCLUDING WITHOUT LIMITATION, EXPOSURE TO COVID-19 DURING PARTICIPATION IN ANY PROGRAM AND ANY ILLNESS, INJURY, OR DEATH RESULTING THEREFROM.  I UNDERSTAND THAT THIS DOCUMENT IS A PROMISE NOT TO SUE AND A RELEASE OF LIABILITY AND INDEMNIFICATION AND I REPRESENT AND WARRANT TO IOWA YOUTH TOUR AND THE IOWA ASSOCIATION OF ELECTRIC COOPERATIVES, NATIONAL RURAL ELECTRIC COOPERATIVE ASSOCIATION, AND THE LOCAL COOPERATIVE THAT I HAVE FULL AUTHORITY TO SIGN THIS AGREEMENT ON BEHALF OF SUCH MINOR(S).

I have read and understand the terms of this Assumption of Risk, Release, and Waiver of Liability, and Indemnity Agreement and agree to its terms.

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