Purpose:  

Athletes are most vulnerable to misconduct during travel, particularly overnight stays.  This includes a high risk of athlete-to-athlete misconduct.   During travel, athletes are often away from their families and support networks, and the setting – new changing areas, locker rooms, workout facilities, automobiles and hotel rooms – is less structured and less familiar.    

Team Travel is defined as overnight travel to a swim meet or other team activity that is planned and supervised by the club.

 

Section 1.USA Swimming Required Policies:

These items are Code of Conduct stipulations in the USA Swimming Rulebook.

a.  Club travel policies must be signed and agreed to by all athletes, parents, coaches and other adults traveling with the club. (305.5.D)

b.    Team managers and chaperones must be members of USA Swimming and have successfully  passed a USA Swimming?]administered criminal background check. (305.5.B) 

c.    Regardless of gender, a coach shall not share a hotel room or other sleeping  arrangement with an athlete (unless the coach is the parent, guardian, sibling, or spouse of  that particular athlete). (305.5.A) 

d.    When only one athlete and one coach travel to a competition, the athlete must have  his/her parents’ (or legal guardian’s) written permission in advance to travel alone with the  coach. (305.5C)   

 

Section 2. Recommended Policies:

a.    During team travel, when doing room checks, attending team meetings and/or other  activities, two?]deep leadership and open and observable environments should be  maintained.  

b.    Athletes should not ride in a coach’s vehicle without another adult present who is the same gender as the athlete, unless prior parental permission is obtained. 

c.    During overnight team travel, if athletes are paired with other athletes they shall be of the  same gender and should be a similar age. Where athletes are age 13 & over, chaperones  and/or team managers would ideally stay in nearby rooms. When athletes are age 12 &  under, chaperones and/or team managers may stay with athletes. Where chaperones/team  managers are staying in a room with athletes, they should be the same gender as the  athlete and written consent should be given by athlete’s parents (or legal guardian). 

d.    When only one athlete and one coach travel to a competition, at the competition the coach and athlete should attempt to establish a “buddy” club to associate with during the  competition and when away from the venue. 

e.    To ensure the propriety of the athletes and to protect the staff, there will be no male athletes in female athlete’s rooms and no female athletes in male athlete’s rooms (unless  the other athlete is a sibling or spouse of that particular athlete). 

f.    A copy of the WLA Code of Conduct was acknowledged by the athlete and athlete’s parents/guardians at the time of registration.

g.    Liability Release and/or Indemnification Form was acknowledged and electronically signed by parents/guardians for each athlete at the time of registration.

h.    Medical Consent or Authorization to Treat Form was acknowledged and electronically signed by parents/guardians for each athlete at the time of registration.

i.      Curfews will be established by the Coach each day of the trip. 

j.      Team members and staff traveling with the team will attend all team functions including meetings, practices, meals, meet sessions, etc. unless otherwise excused or instructed by  the head coach or his/her designee. 

k.    The directions & decisions of coaches/chaperones are final. 

l.      Swimmers are expected to remain with the team at all times during the trip. Swimmers are not to leave the competition venue, the hotel, a restaurant, or any other place at which the team has gathered without the permission/knowledge of the coach or chaperone. 

m.  When visiting public places such as shopping malls, movie theatres, etc. swimmers will stay in groups of no less than three persons. 12 & Under athletes will be accompanied by a chaperone. 

n.    The Head Coach will make a written report of travel policy or code of conduct violation to the parent or legal guardian of any affected minor athlete and a copy will be place in the athlete’s file.

 

Section 3. Other Policies:

Safety:   

a.    Additional guidelines will be established as needed by the coaches;  

b.    Supervised team room provided for relaxation and recreation; 

c.    Respect the privacy of each other; 

d.    Only use hotel rooms with interior entrances; and  e. Must wear seat belts and remain seated in vehicles;  

 

Behavior: 

a.    Be quiet and respect the rights of teammates and others in hotel;

b.    Be prompt and on time; 

c.    Develop cell phone usage guidelines; 

d.    Develop computer use guidelines including social media; 

e.    Respect travel vehicles; 

f.      Establish travel dress code; 

g.    Use appropriate behavior in public facilities; 

h.    Establish two different curfews – in own rooms and lights out; 

i.      Must stay in assigned hotel room;  

j.      Needs and wellbeing of the team come first.  

 

Financial:

a.    No room service without permission; 

b.    Swimmers responsible for all incidental charges; 

c.    Swimmers responsible for any damages or thievery at hotel; 

d.    Must participate in contracted group meals; and 

e.    Communicate travel reimbursement information and policies.   

General:

a.    Establish fair trip eligibility requirements;

b.    Establish age guidelines for travel trips; 

c.    Parent(s) responsible for getting swimmer(s) to stated departure point; and 

d.    Requirements for families to attend "Team Travel Meets."