Student Information Form

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

Idea/Option: Midwest states split the cost on a “follow” van in the event that we need to bring someone back, we would have a dedicated driver and vehicle.

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.

The Rules

Students representing Iowa’s electric cooperatives are expected to have a high standard of behavior, and these rules will be communicated to, and followed by all participants.

1. Safety is our number one priority. You must stay in groups of at least three.

2. Be punctual. We have a very busy schedule and don’t want to hold buses or delay our schedule if we don’t have to

3. Participate in all planned activities. You will not be allowed to leave the group at any time.

4. Wear your name tag at all times.

5. Talking on your cell phone or texting is discouraged during scheduled tour activities, at memorials, monuments and other attractions.

6. You must be in your hotel room at the time designated by the tour director or chaperones. You are not to leave your room after this hour except with special permission of a chaperone. Room checks will be made each night, and wake-up calls will be provided each morning.

7. You will share a room with other Youth Tour participants and will be expected to respect the rights of others. After curfew, you will be expected to stay in your room, be ready for bed and reasonably quiet so others may sleep. You will not be allowed to visit other rooms or have visitors in your room after curfew.

8. You must remain at the hotel at all times except when you are participating in planned activities. You will not be allowed to leave the hotel to visit relatives or friends in the area, go shopping or attend other events individually.

9. Smoking, using other tobacco products, vaping, consuming alcoholic beverages or using other drugs is prohibited.

10. You will be required to observe all security rules and govern yourself accordingly.

11. Infraction of these rules governing your conduct will be considered cause for terminating your participation. You will be sent home at your family’s expense.

Additional Iowa Youth Tour Policies

Student with Special Needs

Iowa Youth Tour welcomes students with special needs. We do need to prepare for their attendance ahead of time and have the following requirements:

• A student with special needs is defined to be a student who is permanently or currently disabled, not an individual who is recovering from a recent accident or surgery causing them to need temporary assistance as they recuperate.
• Iowa Youth Tour needs to know of any special needs requirements in the initial information to make any additional arrangements for lodging or transportation, if necessary.
• Any costs for the caregiver to attend – including but not limited to lodging, transportation, meals and entry fees – will be an additional fee and will likely need to be covered by the student's family.
• The caregiver must pass Iowa Youth Tour’s background check just as any adult on the trip is required to do and must obey all the rules required of students and chaperones.

While Youth Tour is fun and educational, it is NOT a vacation, and at times can be physically demanding. Both students and chaperones should be:

• Able to endure long days (often 12 to 16 hours per day)
• Able to walk long distances
• Able to function with less sleep than they are used to at home
• Able to tolerate being outside in the summer heat and humidity (and sometimes rain)
• Able to tolerate large crowds

Non-Discriminatory Housing/Lodging

Iowa Youth Tour welcomes all students chosen for the trip by their local electric cooperative and understands that there may be some situations where lodging accommodations may need to be made. If this is the case, arrangements will be done in consultation with the student, parents and the Iowa Youth Tour Director. The student’s privacy will be maintained. If a private room is deemed appropriate, the cost for that will be addressed on a case-by-case basis.

Attire

Students and chaperones will be provided a Youth Tour shirt to wear each day (including travel days). Pair with nice and appropriate jeans, nice shorts (with at least a 5” inseam), capris or skirts. Very low-rise skirts, short shorts, frayed/torn cut-offs, droopy drawers, clothing (including hats) with political (Iowa Youth Tour is a nonpolitical event) or suggestive and/or inappropriate printing (including alcohol or cigarette branding) are not allowed. For evening events, bring a jacket or sweater in the event it gets cool. Good, comfortable walking shoes are very important. Flip flops are allowed, however not always sturdy enough for a walking day on Youth Tour. If there is any confusion as to if something is appropriate or not, the Youth Tour Director has the final say.  

Social Media

Iowa Youth Tour recognizes the importance of social media, and it is committed to supporting a positive online dialogue. With that in mind, we ask students to NOT tag or reference Iowa Youth Tour on any social media platforms in any negative, false or unflattering ways. Any slurs, insults or obscene conduct is not acceptable, nor will it be tolerated, by Iowa Youth Tour and those associated with it. Iowa Youth Tour is a nonpolitical event. We do not take stances on political issues. If there is any confusion as to if something is appropriate or not, the Youth Tour Director has the final say. 

Each chaperone, student and their parents/guardians will be required to sign a Social Media Contract prior to going on Iowa Youth Tour.

Security Event

If a security event happens on Youth Tour, students should follow the chaperone/police/authority’s directions and if possible return to the planned pickup location as soon as possible. If they are not able to get there, then they should return to the hotel by whatever means possible. Notify chaperones as to your whereabouts immediately. Iowa Youth Tour will use the group text messaging system to communicate out, and students have all the chaperone’s phone numbers. Once we determine the threat status, if none of our group was affected or the attack was a single-action event and contained, we will adjust the schedule and stay in D.C. Remember to be aware of your surroundings. Student should have a general idea of how to get back to the bus. We ask the students that if their “spidey sense” goes off, pay attention to it. If they see something that looks not right, say something.

Students Backing Out/No Shows

If a student backs out at the last-minute, Iowa Youth Tour will do whatever is feasibly possible to work with the cooperative to send an alternate. If a student is a no-show to the orientation, the Iowa Youth Tour Director will contact the cooperative immediately, so the sponsoring cooperative is aware of the issue and can contact the student/family to assess the situation.

Protesters ... What Iowa Youth Tour will do:

First and foremost, Iowa Youth Tour NEVER wants to be in the news affiliated with any type of negative situation.

In the event we are touring in small groups with a meeting place indicated, a chaperone will be at the meeting place well in advance to scope out the area. If we have to change the meeting place, we can do that on the fly due to our digital communications process.

Monitor any protests or gatherings in DC that might impact our group.

If something was to happen, we will capture video footage for context, and contact the IAEC Communications Department immediately.

Always put space between our students and any groups causing issues.

Not allow political attire (including hats).

Address how to handle these situations at YT orientation:

• Do NOT engage. Absolutely NO chanting/cheering/yelling.
• Chaperones are responsible to put space between students and any protesters/demonstrations and de-escalate the situation.
• The consequences are real: When your face is plastered all over the news/internet, people only remember the negative aspects, they don’t remember the corrections made later in your defense.  Sadly, some people/groups want exposure to push their agendas forward at someone else’s expense.

Social Media Agreement for Iowa Youth Tour Participants

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).

Your parent/guardian and 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 Youth Tour.
• 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 Youth Tour.
• When posting on social media while on Youth Tour, you will not be disrespectful, disingenuous, inappropriate or offensive.
• 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 media sites.
• 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.
• If you have a question about something you want to post, please ask a chaperone. Students who engage in inappropriate use of social media sites, including electronic text, may be required to remove all posts in question from social media sites, be required to show chaperones their social media sites when asked or be sent home at the expense of their parent(s), or be subject to any other actions that may be appropriate or required based on the circumstances.

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