KOOTENAY SWIM CLUB

Travel Policy

1. Purpose

This Policy sets expectations for athletes, parents/guardians, coaches, chaperones and team managers when travelling for KSC competitions, training camps or other Club activities.

2. Application

This Policy applies whenever travel is organized, sanctioned or supervised by KSC, including local day travel and overnight travel. Additional trip-specific rules may be issued by the Head Coach or Team Manager.

3. Travel Consent for Minors

A Minor athlete travelling without their parent/guardian must have written parent/guardian consent and current emergency and medical information on file with the designated coach, manager or chaperone. International travel may require additional consent documentation, passports and other documents.

4. Parents/Guardians Travelling with Their Athlete

• Remain responsible for their athlete except during times when the athlete is expressly under team supervision.
• Pay required travel, accommodation, meal and event charges by Club deadlines.
• Follow team schedules, curfews, meeting times and reasonable coach directions affecting athlete readiness and safety.
• Promptly report illness, injury, missing athlete concerns or serious incidents.
• Ensure travel documents are valid for the destination.
• Follow the KSC Code of Conduct and Ethics and all trip-specific rules.

5. Parents/Guardians Not Travelling

• Provide signed travel consent, emergency contacts, medical information and medication instructions.
• Remain reasonably reachable during the trip or designate an alternate emergency contact.
• Provide the athlete with necessary personal spending funds and travel documents.
• Advise the Club of allergies, medical conditions or other information reasonably necessary for safe supervision.

6. Coaches

• Set sport-related schedules, team meetings, competition expectations and curfews.
• Work closely with chaperones and the Team Manager on supervision and athlete welfare.
• Address urgent behaviour or safety concerns during the trip and report significant incidents to KSC.
• Maintain professional boundaries and comply with the Athlete Protection Policy.
• Not share sleeping accommodations with unrelated Minor athletes.

7. Chaperones

• Be appropriately screened and briefed on KSC policies and trip responsibilities.
• Carry or have secure access to emergency contacts, consent forms and necessary medical information.
• Assist with athlete supervision, head counts, curfew checks, transportation and communication.
• Report illness, injury, missing athletes, room damage, serious misconduct or safety concerns promptly.
• Respect athlete privacy and use the Rule of Two to the maximum extent feasible.
• Not consume alcohol or cannabis while responsible for athletes and never supervise while impaired.

8. Team Manager

• Coordinate transportation, accommodation and trip information as assigned by KSC.
• Establish a reasonable chaperone-to-athlete ratio based on athlete age, destination and risk. As a general guide, KSC should aim for no more than five Minor athletes per chaperone on overnight team travel where practical.
• Arrange rooming so Minor athletes are not roomed with unrelated adult coaches or chaperones.
• Maintain a participant list and emergency contact information.
• Communicate trip costs, deadlines, schedules and supervision arrangements.

9. Athletes

• Represent KSC respectfully and follow the Code of Conduct and Ethics.
• Attend scheduled team activities and competition sessions prepared and on time.
• Follow curfews, rooming rules, head-count procedures and instructions from coaches/chaperones.
• Tell a coach or chaperone before leaving the team area or hotel and obtain permission where required.
• Do not leave an accommodation property alone unless specifically authorized.
• Immediately tell a responsible adult about illness, injury, harassment, unsafe behaviour or other concerns.
• Respect hotel, transportation and facility property and be responsible for damage caused by intentional or reckless conduct.

10. Transportation Safety

• Drivers must hold a valid licence and adequate insurance and must obey all traffic laws.
• Seatbelts must be used where provided.
• No driver responsible for athletes may be impaired by alcohol, cannabis, illicit drugs or medication that makes driving unsafe.
• KSC should avoid one adult transporting one unrelated Minor athlete alone where feasible.

11. Discipline During Travel

A coach or designated trip leader may impose reasonable temporary measures necessary for immediate safety or team functioning. Serious or repeated misconduct must be reported to KSC and may be addressed under the Discipline and Complaints Policy. Parents/guardians may be required to arrange or pay for an athlete’s early return where serious misconduct or safety concerns make continued participation inappropriate.

Appendix A – KSC Minor Athlete Travel Consent Form

Athlete full name: ______________________________________________

Date of birth: ______________________

Trip/event: _____________________________________________________

Destination: ____________________________________________________

Travel dates: From ____________________ To ____________________

Parent/guardian name(s): _________________________________________

Primary phone: _______________________  Alternate phone: _______________________

Email: __________________________________________________________

Emergency contact if parent/guardian unavailable: ________________________________

Emergency contact phone: _________________________________________

Medical conditions/allergies/medications or special instructions: ____________________

________________________________________________________________

I/We authorize the above athlete to travel with Kootenay Swim Club and the designated coaches/chaperones for the trip described above. I/We authorize reasonable emergency medical care if I/we cannot be reached promptly.

 

Parent/Guardian signature: __________________________  Date: __________________