Athlete and Participant Safety Handbook
Table of Contents
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 1
Requirements for all LPBC Coaches and Volunteers
Minor Access to LPBC . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 1
Coach and Volunteer Training and Education . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 2
Criminal Background Check . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 3
Athlete Protection Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 6
Supervision of Athletes and Participants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 12
Appropriate One-on-one Interactions
Prohibited One-on-one Interactions
Appropriate Physical Contact
Prohibited Physical Contact
Policies Specific to LPBC’s Junior Rowing & Paddling Programs . . . . . . . . . . . . . . Page 15
Electronic Communications and Social Media
Locker Rooms & Changing Areas
Reporting Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 22
Reporting Child Physical or Sexual Abuse
How to Report
How Reports are Handled
Disciplinary Rules, Procedures, and Action
Investigation & Adjudication for Resolving Allegations Under the Ted Stevens Act . Page 26
The Lincoln Park Boat Club is proud to provide rowing and paddling classes and teams to people of all ages. As we continue to expand our programs and bring more people into our sports, we are committed to ensuring the safety of all participants, both on and off the water.
All coaching at LPBC must be provided by an official Lincoln Park Boat Club coach. Guest coaches for clinics must be approved by the Head Coach and must meet the LPBC coaching requirements.
Requirements for all LPBC coaches:
Requirements for all members volunteering for Outreach events:
Volunteers are encouraged to pursue CPR certification, but it is not required to volunteer for LPBC’s outreach events.
Minor Access to LPBC
To best ensure the safety of the children who participate in LPBC programs, individuals age 17 or younger may access the Lincoln Park Boat House facilities only through:
Any guest of LPBC associates must be 18 years or older. No children may access the club unless through official LPBC programming.
Coach and Volunteer Training And Education
LPBC requires staff members, contracted coaches or instructors, and volunteers to report abuse, misconduct, and violations of its Participant Safety Handbook. Staff, coaches, instructors, and volunteers - or anyone having routine contact with or supervision over athletes and participants - are required to complete the USOC’s online SafeSport training.
SafeSport training provides a basic education in how to protect children from abusers, including sexual abusers and their common tactic of grooming - using a combination of attention, affection, and gifts, offenders select a child, win the child’s trust and the trust of the child’s parent or guardian, manipulate the child into sexual activity, and keep the child from disclosing abuse. Accordingly, LPBC staff, coaches, and/or volunteers must complete awareness training concerning misconduct in sport before performing services for LPBC. Misconduct in sport includes:
· Emotional misconduct
· Physical misconduct, and
· Sexual misconduct, including child sexual abuse
Those staff members and/or volunteers who are required to take awareness training will take athlete awareness training every two (2) years, or no more than 30 day(s) before they have contact with athletes.
Criminal Background Check Policy
All staff, contracted coaches, and volunteers will be asked to undergo a criminal background check before providing services for LPBC. Because many of LPBC’s coaches and volunteers run special events for the Chicago Park District, most of our coaches and volunteers will meet the background check requirement through the Chicago Park District’s criminal background check process. For those few coaches, staff, or volunteers who do not go through the Chicago Park District’s background check system, LPBC will use the background check service available through the National Center for Safety Initiatives.
The Criminal Background Check Consent and Waiver Release form must be submitted and the applicant cleared before he or she may perform services for LPBC.
On receipt of the Criminal Background Check Consent and Waiver Release form, LPBC will request that its vendor perform the criminal background check. As part of its criminal background check, LPBC will:
(1) perform a national search of state criminal repositories;
(2) perform a search of state sexual offender registries; and
(3) verify a person’s identification against his or her social security number or other personal identifier.
Potentially Disqualifying Factors
LPBC will use a criminal background check to gather information about an applicant’s prior criminal history. The information revealed by the criminal background check may disqualify an applicant from serving as a staff member, contractor, and/or volunteer.
Information that could disqualify an applicant includes, but is not limited to, arrests, pleas of no contest and criminal convictions—especially if the underlying criminal behavior involved sex or violence.
Pending Court Cases
No decision will be made on an individual’s eligibility for work as a new staff member, contractor and/or volunteer if they have a pending court case for any of the potentially disqualifying offenses until the pending case concludes. If, however, during the case’s pendency, the organization undertakes an independent investigation and conducts a hearing, any determination may be used to disqualify the individual.
Each applicant has the affirmative duty to disclose his or her criminal history. Failing to disclose or intentionally misrepresenting an arrest plea or conviction history in an application or any other information provided by an applicant during the screening process is grounds for employment, contract, volunteer, and/or membership revocation or restriction, regardless of when the offense is discovered. If an applicant is arrested, pleas, or is convicted of a crime other than a traffic offense during the screening process, the applicant is required to disclose such information immediately.
In the event a person is serving as a staff member, contractor or volunteer and is arrested, pleas or is convicted after the completion of the screening process, he or she has an affirmative duty to disclose such information immediately to his or her supervisor or LPBC administrator.
Any applicant who has been banned by another sport organization, as temporarily or permanently ineligible, must self-disclose this information. A failure to disclose is a basis for disqualification for potential applicants.
Notice of findings will be provided to the designated contact of LPBC that submitted the application.
LPBC’s criminal background check report will return a “red light” or “green light” score. A green light score means that the background check vendor located no records that would disqualify the applicant. A green light score, however, is not a certification of safety or permission to bypass/ignore other screening efforts. Other disqualifying factors may exist, and can be revealed through an interview, reference checks, and a completed application.
A red light finding means the criminal background check revealed criminal records which suggest the applicant “does not meet the criteria” and is not suitable for organization employment, contract, or volunteer assignment. Individuals automatically disqualified are excluded from participation in any LPBC sanctioned events and/or activities. Individuals who are subject to disqualification under a “red light” finding may challenge the accuracy of the reported information reported by the criminal background check vendor.
Appeal Option One: Appeal to LPBC
If an individual receives a red light finding and wants to contest LPBC’s decision not to accept his or her application based on the red light finding, the individual may request a hearing before LPBC’s Review Panel. The Review Panel will consist of: the Head Coach, the Rowing Director, the Paddling Director, the Vice President, and any other relevant members of LPBC’s Board of Directors. The Review Panel will communicate its finding to the individual and LPBC’s Board of Directors.
If any discretion is exercised in the application of this policy, it shall be exercised in a uniform manner so that substantially similar convictions and circumstances result in substantially similar treatment of applicants.
Appeal Option Two: Appeal to Criminal Background Check Vendor
Any disqualified individual has the right to dispute the findings of the criminal background check directly with LPBC’s approved Criminal Background Check Vendor.
Frequency Of Criminal Background Checks
Criminal background checks will be refreshed every 2 years or as otherwise required by law, for staff members and/or volunteers.
Affirmative Duty To Disclose
If, during the course of employment or participation in LPBC’s program, a staff member or volunteer is accused, arrested, indicted, or convicted of a criminal offense against a child, it is the duty and responsibility of the staff member or volunteer to notify the Head Coach or relevant member of LPBC’s Board of Directors.
Other Potentially Disqualifying Factors
Even if an applicant passes a criminal background check, other factors may disqualify an applicant. An individual may be disqualified and prohibited from providing services for LPBC if the individual has:
· Been held liable for civil penalties or damages involving sexual or physical abuse of a minor
· Been subject to any court order involving any sexual or physical abuse of a minor, including but not limited to domestic order of protection
· A history with another organization (employment, volunteer, etc.) of complaints of sexual or physical abuse of minors
· Resigned, been terminated or been asked to resign from a position - paid or unpaid - due to complaint(s) of sexual or physical abuse of minors
· A history of other behavior that indicates they may be a danger to participants in LPBC; or
· Not met the job requirements
Review Of Disqualifiers
LPBC will review its disqualifiers every two years or as otherwise required or modified by law.
Records are secured for a period indicated by applicable law or until the applicant is no longer affiliated with LPBC, whichever date is later.
Athlete Protection Policy
This Policy applies to staff members, contracted coaches, athletes, participants, volunteers, and chaperones.
LPBC is committed to creating a safe and positive environment for athletes’ physical, emotional, and social development and promoting an environment free of misconduct. LPBC recognizes that the process for training and motivating athletes will vary with each coach and athlete, but it is nevertheless important for everyone involved in sport to support the use of motivational and training methods that avoid misconduct.
In the event that any staff member or volunteer observes inappropriate behaviors (i.e., policy violations), suspected physical or sexual abuse or misconduct, it is the personal responsibility of each staff member, coach, and volunteer to immediately report his or her observations to the Head Coach or an appropriate member of the Board of Directors. Staff members and volunteers should not attempt to evaluate the credibility or validity of child physical or sexual abuse allegations as a condition for reporting to appropriate law enforcement authorities.
Staff members, contracted coaches, volunteers, athletes, and participants shall refrain from all forms of misconduct, which include:
· Emotional misconduct
· Physical misconduct
· Sexual misconduct, including child sexual abuse
(1) An intentional, persistent, and repeated pattern of committing or willfully tolerating physical and non-physical behaviors that are intended, or have the reasonable potential, to cause fear, humiliation, or physical harm in an attempt to socially exclude, diminish, or isolate the targeted athlete(s).
(2) Any act or conduct described as bullying under federal or state law.
Bullying does not include group or team behaviors that are meant to establish normative team behaviors, or promote team cohesion. For example, bullying does not include verbal admonitions to encourage team members to train harder and to push through a difficult training regimen.
Examples of bullying prohibited by this Policy include, without limitation:
(1) Physical behaviors. Behaviors that include (a) hitting, pushing, punching, beating, biting, striking, kicking, choking, or slapping an athlete; (b) throwing at, or hitting an athlete with, objects such as sporting equipment.
(2) Verbal and emotional behaviors. Behaviors that include (a) teasing, ridiculing, intimidating; (b) spreading rumors or making false statements; or (c) using electronic communications, social media, or other technology to harass, frighten, intimidate, or humiliate (“cyber bullying”).
(1) A repeated pattern of physical and/or non-physical behaviors that (a) are intended to cause fear, humiliation, or annoyance, (b) offend or degrade, (c) create a hostile environment or (d) reflect discriminatory bias in an attempt to establish dominance, superiority, or power over an individual athlete or group based on gender, race, ethnicity, culture, religion, sexual orientation, gender expression, or mental or physical disability.
(2) Any act or conduct described as harassment under federal or state law.
Examples of harassment prohibited by this Policy include, without limitation:
(1) Physical offenses. Behaviors that include (a) hitting, pushing, punching, beating, biting, striking, kicking, choking, or slapping an athlete or participant; (b) throwing at or hitting an athlete with objects including sporting equipment.
(2) Non-physical offenses. Behaviors that include (a) making negative or disparaging comments about an athlete’s sexual orientation, gender expression, disability, religion, skin color, or ethnic traits; (b) displaying offensive materials, gestures, or symbols; (c) withholding or reducing playing time to an athlete based on his or her sexual orientation.
(1) Coercing, requiring, forcing, or willfully tolerating any humiliating, unwelcome, or dangerous activity that serves as a condition for (a) joining a group or (b) being socially accepted by a group’s members.
(2) Any act or conduct described as hazing under federal or state law.
Hazing does not include group or team activities that (a) are meant to establish normative team behaviors or (b) promote team cohesion.
Examples of hazing prohibited by this Policy include, without limitation:
(1) forcing, or otherwise requiring the consumption of alcohol or illegal drugs
(2) tying, taping, or otherwise physically restraining an athlete
(3) sexual simulations or sexual acts of any nature
(4) sleep deprivation, otherwise unnecessary schedule disruption, or the withholding of water and/or food
(5) social actions (e.g. grossly inappropriate or provocative clothing) or public displays (e.g. public nudity) that are illegal or meant to draw ridicule
(6) beating, paddling, or other forms of physical assault
(7) excessive training requirements focused on individuals on a team
(1) A pattern of deliberate, non-contact behavior that has the potential to cause emotional or psychological harm to an athlete. Non-contact behaviors include verbal acts, physical acts, acts that deny attention or support.
(2) Any act or conduct described as emotional abuse or misconduct under federal or state law (e.g. child abuse, child neglect).
Emotional misconduct does not include professionally-accepted coaching methods of skill enhancement, physical conditioning, team building, discipline, or improving athletic performance.
Examples of emotional misconduct prohibited by this policy include, without limitation:
(1) Verbal Acts. A pattern of verbal behaviors that (a) attack an athlete personally (e.g., calling them worthless, fat, or disgusting) or (b) repeatedly and excessively yelling at a particular participant or participants in a manner that serves no productive training or motivational purpose.
(2) Physical Acts. A pattern of physically aggressive behaviors, such as (a) throwing sport equipment, water bottles, or chairs at, or in the presence of, participants; or (b) punching walls, windows, or other objects.
(3) Acts that Deny Attention and Support. A pattern of (a) ignoring an athlete for extended periods of time or (b) routinely or arbitrarily excluding participants from practice.
Note: Bullying, harassment, and hazing, defined below, often involve some form of emotional misconduct.
(1) Contact or non-contact conduct that results in, or reasonably threaten to cause, physical harm to an athlete or other sport participants.
(2) Any act or conduct described as physical abuse or misconduct under federal or state law (e.g. child abuse, child neglect, assault).
Physical misconduct does not include professionally-accepted coaching methods of skill enhancement, physical conditioning, team building, appropriate discipline, or improving athlete performance.
Examples of physical misconduct prohibited by this Policy include, without limitation:
(1) Contact offenses. Behaviors that include:
(a) punching, beating, biting, striking, choking, or slapping an athlete;
(b) intentionally hitting an athlete with objects or sporting equipment;
(c) providing alcohol to an athlete under the legal drinking age (under U.S. law);
(d) providing illegal drugs or non-prescribed medications to any athlete;
(e) encouraging or permitting an athlete to return to play pre-maturely following a serious injury (e.g., a concussion) and without the clearance of a medical professional;
(f) prescribing dieting or other weight-control methods without regard for the nutritional well-being and health of athlete.
(2) Non-contact offenses. Behaviors that include:
(a) isolating an athlete in a confined space;
(b) forcing an athlete to assume a painful stance or position for no athletic purpose
(c) withholding, recommending against, or denying adequate hydration, nutrition, medical attention, or sleep.
Note: Bullying, harassment and hazing, defined below, often involve some form of physical misconduct.
(1) Any touching or non-touching sexual interaction that is (a) nonconsensual or forced, (b) coerced or manipulated, or (c) perpetrated in an aggressive, harassing, exploitative, or threatening manner.
(2) Any sexual interaction between an athlete and an individual with evaluative, direct, or indirect authority. Such relationships involve an imbalance of power and are likely to impair judgment or be exploitative.
(3) Any act or conduct described as sexual abuse or misconduct under federal or state law (e.g. sexual abuse, sexual exploitation, rape).
Note: An imbalance of power is always assumed between a coach and an athlete.
Types of Sexual Misconduct
Types of sexual misconduct include:
(1) sexual assault,
(2) sexual harassment,
(3) sexual abuse, or
(4) any other sexual intimacies that exploit an athlete. Minors cannot consent to sexual activity with an adult, and all sexual interaction between an adult and a minor is strictly prohibited.
Examples of sexual misconduct prohibited under this Policy include, without limitation:
(1) Touching offenses. Behaviors that include:
(a) fondling an athlete’s breasts or buttocks
(b) exchange of reward in sport (e.g., team placement, scores, feedback) for sexual favors
(c) genital contact
(d) sexual relations or intimacies between persons in a position of trust, authority, and/or evaluative and supervisory control over athletes or other sport participants.
(2) Non-touching offenses. Behaviors that include:
(a) a coach discussing his or her sex life with an athlete
(b) a coach asking an athlete about his or her sex life
(c) coach requesting or sending a nude or partial-dress photo to athlete
(d) exposing athletes to pornographic material
(e) sending athletes sexually explicit or suggestive electronic or written messages or photos (e.g. “sexting”)
(f) deliberately exposing an athlete to sexual acts
(g) deliberately exposing an athlete to nudity (except in situations where locker rooms and changing areas are shared)
(h) sexual harassment, specifically: the sexual solicitation, physical advances, or verbal or nonverbal conduct that is sexual in nature, and (1) is unwelcome, offensive or creates a hostile environment, and the offending individual knows or is told this and/or (2)is sufficiently severe or intense to be harassing to a reasonable person in the context.
Child Sexual Abuse
(1) Any sexual activity with a child where consent is not or cannot be given. This includes sexual contact with a child that is accomplished by deception, manipulation, force or threat of force, regardless of the age of the participants. This also includes all sexual interactions between an adult and a child, regardless of whether there is deception or the child understands the sexual nature of the activity. Sexual contact between minors also can be abusive. Whether or not a sexual interaction between children constitutes child sexual abuse turns on the existence of an aggressor, the age difference between the children, and/or whether there is an imbalance of power and/or intellectual capabilities.
(2) Any act or conduct described as child sexual abuse under federal or state law.
Sexually abusive acts may include sexual penetration, sexual touching, or non-contact sexual acts such as verbal acts, sexually suggestive electronic or written communications, exposure or voyeurism.
Willfully Tolerating Misconduct
It is a violation of this Athlete Protection Policy if a staff member and/or volunteer knows of misconduct, but takes no action to intervene on behalf of the athlete(s), participant(s), staff member, and/or volunteer.
Although these policies are designed to reduce child sexual abuse and other misconduct, it can still occur. Staff members, volunteers and participants of LPBC shall follow the reporting procedures set forth in LPBC’s Reporting Policy. LPBC does not investigate suspicions or allegations of child physical or sexual abuse, or attempt to evaluate the credibility or validity of such allegations, as a condition of reporting suspicions or allegations to the appropriate law enforcement authorities.
Violations of the Athlete Protection Policy shall be reported pursuant to our Reporting Policy and will be addressed under our Disciplinary Rules and Procedure.
Supervision Of Athletes And Participants
During training and competition, LPBC strives to create two-deep leadership and minimize one-to-one interactions to create a safe training environment and to protect athletes and participants.
Appropriate One-on-one Interactions
An individual meeting may be necessary to address an athlete’s concerns, training program, or competition schedule. Under these circumstances, coaches, staff members and/or volunteers are to observe the following guidelines:
Individual Training Sessions
An individual training session(s) with an athlete or participant may also be desired or necessary. Under these circumstances, written permission of a minor athlete’s parents or guardians is required in advance of the individual training session(s). Such written permission must be given to the Head Coach or the Rowing or Paddling Director. LPBC encourages parents and guardians to attend the training session.
Prohibited One-on-one Interactions
Except as set forth above, minor athletes and participants will not be left unattended or unsupervised during LPBC activities and LPBC coaches, staff members, and/or volunteers are prohibited from being alone with an individual minor athlete or participant in any room or building.
Appropriate Physical Contact With Athletes
Appropriate physical contact between athletes and coaches, staff members, contractors, or volunteers is a productive and inevitable part of sport. Athletes are more likely to acquire advanced physical skills and enjoy their sport through appropriate physical contact. However, guidelines for appropriate physical contact reduce the potential for misconduct in sport. LPBC recommends that, when possible, coaches and volunteers ask permission to touch an athlete or alert the athlete to the contact. Coaches and volunteers should refrain from contact when the athlete has indicated the contact is not welcome.
Physical contact with athletes – for safety, consolation, or celebration – has multiple criteria in common which make them both safe and appropriate. These include:
· the physical contact takes place in public
· there is no potential for physical or sexual intimacies during the physical contact
· the physical contact is for the benefit of the athlete, not to meet an emotional need of an adult
The safety of our athletes is paramount and in many instances we make the athletic space safer through appropriate physical contact. Examples include:
· spotting an athlete so that they will not be injured by a fall or piece of equipment
· positioning an athlete’s body so that they more quickly acquire an athletic skill, get a better sense of where their body is in space, or improve their balance and coordination
· making athletes aware that they might be in harm’s way because of other athletes practicing around them or because of equipment in use
Sports are physical by definition and we recognize participants often express their joy of participation, competition, achievement, and victory through physical acts. We encourage these public expressions of celebration, which include:
· greeting gestures such as high-fives, fist bumps, and brief hugs
· congratulatory gestures such as celebratory hugs and pats on the back for any form of athletic or personal accomplishment
It may be appropriate to console an emotionally distressed athlete (e.g., an athlete who has been injured or has just lost a competition). Appropriate consolation includes publicly:
· embracing a crying athlete
· putting an arm around an athlete while verbally engaging them in an effort to calm them down
Prohibited Physical Contact
Prohibited forms of physical contact, which shall be reported immediately under our Reporting Policy include, without limitation:
· asking or having an athlete sit in the lap of a coach, administrator, staff member or volunteer
· lingering or repeated embraces of athletes that go beyond the criteria set forth for acceptable physical contact
· slapping, hitting, punching, kicking or any other physical contact meant to discipline, punish or achieve compliance from an athlete
· “cuddling” or maintaining prolonged physical contact during any aspect of training, travel or overnight stay
· playful, yet inappropriate contact that is not a part of regular training, (e.g., tickling or “horseplay” wrestling)
· continued physical contact that makes an athlete obviously uncomfortable, whether expressed or not
· any contact that is contrary to a previously expressed personal desire for decreased or no physical contact, where such decreased contact is feasible in a competitive training environment.
Violations of this policy must be reported to the Head Coach or appropriate member of LPBC’s Board of Directors and violations will be addressed under our Disciplinary Rules and Procedure. Some forms of physical contact may constitute child physical or sexual abuse that must be reported to appropriate law enforcement authorities.
Policies Specific to LPBC’s Junior Rowing and Paddling programs
Electronic Communications And Social Media Policy
As part of LPBC’s emphasis on athlete safety, all electronic communications between a coach and a junior athlete must be professional in nature and for the purpose of communicating information about team activities. As with any communication, the content of any electronic communication should be readily available to share with the athlete’s family. At the request of a parent or guardian, any email, electronic text, social media, or similar communication will copy or include the athlete’s parents or guardians.
Facebook, Blogs And Similar Sites
Coaches may not have athletes of LPBC’s junior teams join a personal social media page. Athlete members and parents can friend the official Lincoln Park Boat Club page and coaches can communicate to athlete members though the site. All posts, messages, text, or media of any kind between coach and athlete must be professional in nature and for the purpose of communicating information about team activities or for team-oriented motivational purposes.
Twitter, Instant Messaging And Similar Media
Coaches and athletes may “follow” each other. All posts between coach and athlete must be for the purpose of communicating information about team activities.
Email And Similar Electronic Communications
Athletes and coaches may use email to communicate. All email content between coach and athlete must be professional in nature and for the purpose of communicating information about team activities. Where the coach is a staff member and/or volunteer, email from a coach to any athlete should come from the club website email center (the coach’s return email address will contain “@lpbboatclub.org”).
Texting And Similar Electronic Communications
Texting is allowed between coaches and athletes. All texts between coach and athlete must be professional and for the purpose of communicating information about team activities.
From time to time, digital photos, videos of practice or competition, and other publicly obtainable images of the athlete – individually or in groups – may be taken. These photos and/or videos may be submitted to local, state or national publications, used in club videos, posted on club or club associated websites, or offered to the club families seasonally on disc or other electronic form. It is the default policy of LPBC to allow such practices as long as the athlete or athletes are in public view and such imagery is both appropriate and in the best interest of the athlete and the club. Imagery must not be contrary to any rules as outlined in LPBC’s Participant Safety Handbook.
Request To Discontinue All Electronic Communications Or Imagery
The parents or guardians of an athlete may request in writing that their child not be contacted by any form of electronic communication by coaches (photography or videography).
Social media and electronic communications can also be used to commit misconduct (e.g., emotional, sexual, bullying, harassment, and hazing). Such communications by coaches, staff, volunteers, administrators, officials, parents or athletes will not be tolerated and are considered violations of our Participant Safety Handbook.
Violations of LPBC’s Electronic Communications and Social Media Policy should be reported to the Head Coach, the Rowing Director, the Paddling Director, or another board member for evaluation. Complaints and allegations will be addressed under LPBC’s Disciplinary Rules and Procedure.
Locker Rooms And Changing Areas
The following guidelines are designed to maintain personal privacy as well as to reduce the risk of misconduct in locker rooms and changing areas.
The following is a description of our practice and competition facilities to allow athletes and their families to plan their use:
We practice at:
2341 N Cannon Drive
This location has a changing area and locker room dedicated to club members and guests. It is possible for athletes to encounter adult club members of the same gender in the locker room, although the coaches have the ability to clear out the locker room for brief team use.
We also practice at:
2754 South Eleanor Street
This location has a small changing area that is shared with the general public. As such, there are likely to be people who are not associated with LPBC in the changing area around the time of practice. There is a cubby room for secure storage of athletes’ personal items.
When we travel for competition the facilities may differ from location to location. We will work with the host team to provide as much information about the locker room and changing areas as early as possible, and post that information as soon as it’s available.
LPBC has staggered practices, with different groups arriving and departing throughout the day. It is therefore not practical to constantly monitor locker rooms and changing areas over this extended course of time. While we do not post staff members inside or at the doors of the locker rooms and changing areas, we do make occasional sweeps of these areas. Staff members conduct these sweeps, with women checking on female-designated areas, and men checking on male-designated areas.
Coaches and staff make every effort to recognize when an athlete goes to the locker room or changing area during practice and competition and, if they do not return in a timely fashion, we will check on the athlete’s whereabouts.
We discourage parents from entering locker rooms and changing areas unless it is truly necessary. In those instances, it should only be a same-sex parent. If this is necessary, parents should let the coach or administrator know about this in advance.
If an athlete needs assistance, then we ask that parents let the coach or an administrator know beforehand that he or she will be helping the athlete.
Use Of Cell Phones And Other Mobile Recording Devices
Cell phones and other mobile devices with recording capabilities, including voice recording, still cameras, and video cameras increase the risk for different forms of misconduct in locker rooms and changing areas. As a result, there will be no use of a device’s recording capabilities in the locker rooms or changing areas.
Violations of this policy will be addressed under the Disciplinary Rules and Procedure and may result in the sanctions as set forth therein, including temporary suspension from competition.
Travel will be a standard aspect of our competitive season and LPBC has established policies to guide our travel, minimize one-on-one interactions and reduce the risk of misconduct. Adherence to these travel guidelines will increase athlete safety and improve the competitive experience while keeping travel a fun and enjoyable experience.
Local And Team Travel
We distinguish between travel to training, practice and local competition (“local travel”), and team travel involving a coordinated overnight stay (“team travel”).
Local travel occurs when LPBC does not sponsor, coordinate, or arrange for travel. For local travel, athletes or their parents/guardians are responsible for making all travel arrangements. In these instances it is the responsibility of the athlete or their parents/guardians to ensure the person transporting the athlete maintains all safety and legal requirements, including, but not limited to, a valid driver’s license, proper insurance, well maintained vehicle, and compliance with all state laws.
In an effort to minimize one-on-one interactions, LPBC staff members, coaches and/or volunteers, who are not also acting as a parent, should not drive alone with an unrelated athlete and should only drive with at least two other athletes or another adult at all times, unless otherwise agreed to in writing by the athlete’s parent or guardian in advance of travel. In any case where a staff member and/or volunteer is involved in the athlete’s local travel, a parental release is required in advance. Efforts must be made to ensure that staff and/or volunteers are not alone with an athlete or participant.
Coaches, staff members and volunteers who are also an athlete’s guardian may provide shared transportation for any athlete(s). We encourage guardians to pick up their athlete first and drop off their athlete last in any shared or carpool travel arrangement. We also recommend completing a shared travel declaration form signed by the parents/guardians of any minor athlete who is being transported as part of such a carpool arrangement.
Team travel is overnight travel that occurs when LPBC sponsors, coordinates, or arranges for travel so that our teams can compete locally, regionally, nationally or internationally. Because of the greater distances, coaches, staff, volunteers and chaperones will often travel with the athletes. However, no coach, staff member, or volunteer will engage in team travel without the proper safety requirements in place, including valid drivers’ licenses, proper insurance, well-maintained vehicles and compliance with all state laws.
LPBC makes efforts to provide adequate supervision through coaches and other adult chaperones.
For team travel, hotels and air travel will be booked in advance by LPBC. Athletes will share rooms, with 2-4 athletes assigned per room depending on accommodations. LPBC will also notify hotel management should any special arrangements be warranted. For instance, we will ask hotels to block pay per view channels and we will request an additional large room or suite so that our members and athletes may socialize as a group. Meetings do not occur in hotel rooms, and we will reserve a separate space for adults and athletes to socialize.
We encourage family members who wish to stay in the team hotel to do so. If family members do not stay in the team hotel, we encourage all athletes to call parents and guardians regularly and allow for any unscheduled calls by either the athlete or parent/guardian.
The nature of our sport and competition structure means that individual athletes may sometimes need to travel overnight without other athletes. Under these circumstances, we encourage minimizing one-on-one time between a coach and athlete by:
1. Traveling with an additional coach or chaperone
2. Inviting parents/guardians to travel with their athlete
For individual travel, we attempt to provide alternative guidelines. Depending on the nature of the travel and competition, these guidelines may include:
1. Compressing the travel schedule to reduce the number of nights athletes are away from home
2. Providing regular organizational check-in phone calls to the traveling athlete and coach
3. Encouraging more frequent and unscheduled check-in phone calls initiated by parents/guardians
4. Complying with reasonable parental requests when a child is a way from home without a guardian
When only one athlete and one coach travel to a competition, the athlete must have his or her parents’ or legal guardian’s written permission in advance to travel alone with the coach.
When possible, LPBC will provide reasonable advance notice before team travel. Notice will include the dates, location, and duration of competition. Travel notice will also include designated team hotels for overnight stays as well as a contact person within LPBC. This individual will be the point of contact to confirm your intention to travel and to help with travel details.
LPBC will post specific travel itineraries when they become available. These will include a more detailed, hour-by-hour itinerary as well as contact information for team travel chaperones.
Mixed-gender And Mixed-age Travel
LPBC is made up of male and female athletes across various ages. Athletes will only share a room with other athletes of the same sex and age group. Athletes will also be grouped by age and sex for the purposes of assigning an appropriate chaperone.
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). Where an adult is registered both as a coach and an athlete member of LPBC, and is functioning primarily as a coach, he or she may share sleeping arrangements with another registered coach.
Coach And Staff Responsibilities
During team travel, coaches and staff members will help athletes, fellow coaches, and staff members adhere to policy guidelines, including, without limitation, the Travel Policy, Locker Rooms and Changing Areas Policy and Reporting Policy.
If a coach or staff member transports an athlete or other organization member in their private car for team travel, a copy of the coach’s or staff member’s valid driver’s license is required.
When not practicing, training, competing, or preparing for competition, coaches and staff will monitor the activities of athletes, fellow coaches and staff during team travel. Coaches and staff will:
a. prepare athletes for team travel and make athletes aware of all expectations. Supplemental information will be given to parents/guardians of athletes who are considered inexperienced travelers, new or relatively new to team travel, or who are under the age of 14
b. familiarize themselves with all travel itineraries and schedules before the initiation of team travel
c. conform to, and monitor for others’ adherence, the Athlete Protection Policy and all policies during team travel
d. encourage minor athletes to participate in regular, at least daily, scheduled communications with their parents/guardians
e. assist with team travel logistical needs (as possible)
f. support chaperones and/or participate in the monitoring of athletes for adherence to curfew restrictions set based on age and competition schedule as listed in travel itinerary
g. ensure athletes are complying with hotel room restrictions based on gender or age bracket requirements
h. make certain that athletes are not alone in a hotel room with any adult apart from a family member; this includes coaches, staff, and chaperones
i. not use drugs or alcohol in the presence of minors or be under the influence of alcohol or drugs while performing their coaching duties
j. immediately report any concerns about physical or sexual abuse, misconduct, or policy violations to the Head Coach or appropriate member of LPBC’s Board of Directors
k. notify parents before taking any disciplinary action against a minor athlete if the athlete is traveling without his or her parents.
Chaperones accompany team travel to ensure that the athletes, coaches, staff, and volunteers adhere to the LPBC’s policy guidelines. While these include the travel policy, it also includes all other relevant policies contained in LPBC’s Participant Safety Handbook.
If a chaperone has not undergone a criminal background check and LPBC’s awareness training, the chaperone will not be permitted to have any one-on-one interactions with athletes or other youth participants. If a chaperone has undergone a criminal background check and awareness training, he or she may have appropriate one-on-one interactions as outlined in LPBC’s Participant Safety Handbook.
If a chaperone will be operating a private car for team travel, a copy of the chaperone’s valid driver’s license is required.
Chaperones will monitor the activities of all coaches, staff members, volunteers and athletes during team travel. Specifically, chaperones will:
a. familiarize themselves with all travel itineraries and schedules before team travel
b. monitor for adherences to club policies during team travel
c. encourage minor athletes to participate in regular, at least daily, scheduled communications with their parents/guardians
d. help athletes be on time for all team commitments (as possible)
e. assist coaches, staff and other volunteers with team travel logistical needs (as possible)
f. monitor athletes for adherence to curfew restrictions set based on age and competition schedule as listed in travel itinerary
g. ensure athletes comply with hotel room restrictions based on gender or age bracket requirements
h. not use drugs or alcohol in the presence of minors or be under the influence of alcohol or drugs while performing their chaperone duties
i. make certain that athletes are not alone in a hotel room with any adult apart from a family member; this includes coaches, staff and chaperones
j. immediately report any concerns about sexual and physical abuse, misconduct or policy violations to the Head Coach or appropriate member of LPBC’s Board of Directors.
Every LPBC staff member and/or volunteer must report:
(1) violations of the Participant Safety Handbook,
(2) misconduct as defined in LPBC’s Athlete Protection Policy, and
(3) suspicions or allegations of child physical or sexual abuse.
LPBC does not investigate suspicions or allegations of child physical or sexual abuse or attempt to evaluate the credibility or validity of such allegations as a condition for reporting to the appropriate law enforcement authorities.
While LPBC has a formal reporting policy, coaches and volunteers should be prepared to respond immediately to inappropriate or harmful behavior, potential risk situations, and potential boundary violations. Coaches will redirect inappropriate behaviors to promote positive behaviors, confront inappropriate or harmful behaviors, and report behaviors if necessary.
Reporting Child Physical or Sexual Abuse
Staff members and/or volunteers at LPBC are required to report suspicions or allegations of child sexual abuse by a colleague or co-worker, to the Head Coach, the appropriate member of LPBC’s Board of Directors, and, where applicable, appropriate law enforcement authorities.
Because sexual abusers “groom” children for abuse – the process used by offenders to select a child, to win the child’s trust (and the trust of the child’s parent or guardian), to manipulate the child into sexual activity and to keep the child from disclosing abuse – it is possible that a staff member and/or volunteer may witness behavior intended to groom a child for sexual abuse. All questions or concerns related to inappropriate, suspicious or suspected grooming behavior should be directed to the Head Coach and/or the appropriate member of LPBC’s Board of Directors
Peer-to-Peer Sexual Abuse
Approximately 1/3 of all child sexual abuse occurs at the hands of other children and the obligation to report extends to peer-to-peer child sexual abuse. Whether or not a sexual interaction between children constitutes child sexual abuse turns on the existence of an aggressor, the age difference between the children, and/or whether there is an imbalance of power or intellectual capabilities. If you have any concerns that an interaction between children may constitute sexual abuse, report it to the appropriate law enforcement authorities and the Head Coach and/or the appropriate member of LPBC’s Board of Directors.
How to Report
LPBC will take a report in the way that is most comfortable for the person initiating a report including an anonymous, in-person, verbal, or written report. Regardless of how you choose to report, it is helpful to LPBC for individuals to provide:
1) the name(s) of the complainant(s)
2) the type of misconduct alleged
3) the name(s) of the individual(s) alleged to have committed the misconduct
4) the approximate dates the misconduct was committed
5) the names of other individuals who might have information regarding the alleged misconduct
6) a summary statement of the reasons to believe that misconduct has occurred
LPBC will withhold the complainant’s name on request, to the extent permitted by law.
To the extent permitted by law, and as appropriate, LPBC will not make public the names of potential victims, the accused perpetrator, or the people who made a report of child physical and sexual abuse to the authorities.
LPBC recognizes it can be difficult for an athlete, teammate, friend, or family member to report an allegation of misconduct and strives to remove as many barriers to reporting as possible. Anonymous reports may be made
· by expressing concerns verbally to the Head Coach or a member of LPBC’s Board of Directors
· through email, texts, or notes left for the Head Coach or a member of LPBC’s Board of Directors.
However, anonymous reporting may make it difficult for LPBC to investigate or properly address allegations.
All suspicions of child physical or sexual abuse will be reported to the appropriate law enforcement authorities.
Regardless of outcome, LPBC will support the complainant(s) and his or her right to express concerns in good faith. LPBC will not encourage, allow, or tolerate attempts from any individual to retaliate, punish, or in any way harm any individual(s) who reports a concern in good faith. Such actions against a complainant will be considered a violation of our Participant Safety Handbook and grounds for disciplinary action.
A report of abuse, misconduct, or policy violations that is malicious, frivolous, or made in bad faith is prohibited. Such reports will be considered a violation of our Participant Safety Handbook and grounds for disciplinary action. Depending on the nature of the allegation, a person making a malicious, frivolous, or bad-faith report may also be subject to civil or criminal proceedings.
HOW REPORTS ARE HANDLED
Suspicions or Allegations of Child Physical or Sexual Abuse
Reporting to Law Enforcement and/or Child Protective Services
An independent investigation can harm youth and/or interfere with the legal investigative process. LPBC, its staff members, and/or volunteers do not attempt to evaluate the credibility or validity of child physical or sexual abuse as a condition for reporting to appropriate law enforcement authorities. As necessary, however, LPBC may ask a few clarifying questions of the minor or person making the report to adequately report the suspicion or allegation to law enforcement authorities.
For mandatory reporting laws, visit www.childwelfare.gov.
Immediate Suspension or Termination
When an allegation of child physical or sexual abuse is made against a staff member, participant, and/or volunteer, LPBC may immediately remove that individual from contact with any children in the program until the allegation has been investigated by an official agency. As necessary, LPBC may suspend or change the assignment of a staff member and/or volunteer.
In those cases where the Ted Stevens Act may apply, the accused individual will be offered a hearing. A hearing under the Ted Stevens Act will not necessarily affect LPBC’s ability to immediately suspend or terminate the accused individual from employment or performing services for LPBC.
Misconduct and Policy Violations
LPBC addresses internally alleged policy violations and misconduct – bullying, harassment, hazing, emotional, physical, and sexual – that are not reportable under relevant state or federal law. Staff, coaches, and/or volunteers must report policy violations and misconduct to the Head Coach or relevant member of LPBC’s Board of Directors.
LPBC may also investigate allegations of child physical or sexual abuse that are reportable, if such investigation does not interfere with any ongoing criminal investigation or prosecution for abuse. Such allegations may include:
· Emotional abuse
· Abuse reported outside the relevant statutes of limitation
· Allegations of abuse that were reported to authorities, but: (a) legal authorities did not press criminal charges; (b) criminal charges were filed, but not pursued to trial; or (c) the alleged offender was acquitted at trial
Following LPBC’s notice of a credible allegation that results in the removal of an employee, coach, or other volunteer, LPBC may consider the circumstances in which it will notify other parents of athletes with whom the accused individual may have had contact. At LPBC’s discretion, as appropriate, and after consultation with counsel, LPBC may notify its staff members, contractors, volunteers, parents, and/or athletes of any allegation of child physical or sexual abuse or other criminal behavior that (1) law enforcement authorities are actively investigating; or (2) that LPBC is investigating internally. Advising others of an allegation may lead to additional reports of child physical or sexual abuse and other misconduct.
LPBC recognizes that there are varying levels of misconduct. For example, physical and sexual misconduct are serious violations that may result in immediate dismissal. In contrast, a youth participant who tells a single sexually risqué joke constitutes less serious misconduct and depending on the circumstances, might be dealt with more appropriately through dialogue and a verbal warning. In all cases, LPBC’s disciplinary procedures and actions will be proportionate, reasonable and applied fairly and equally.
On receipt of an allegation, LPBC will determine in its discretion the appropriate steps to address the conduct based on several factors, including the age of the complainant or victim, the age of the accused, and the nature, scope, and extent of the allegations.
LPBC’s disciplinary response will depend on the nature and seriousness of the incident and in extreme cases, misconduct will result in immediate summary dismissal, provided that the accused individual shall be advised of their right to a hearing. If the accused individual is a minor, LPBC will contact his or her parents or guardians.
Sanctions for violations of the Participant Safety Handbook will be proportionate and reasonable under the circumstances. In addition to day-to-day guidance, LPBC may take the following disciplinary actions, without limitation:
· In the case of a youth participant, inform the youth’s parent or guardian
· Provide the individual with guidance, redirection, and instruction
· Temporary suspension from competition
· File a formal incident report
· Issue a verbal warning
· Issue a written and/or final written warning
· Implement a limited access agreement
· Provide informed supervision, where at least one staff member is informed of the allegation and is instructed to vigilantly supervise the accused participant in his or her interactions with the program and/or organization
· Engage in restorative practices, i.e., creation of a respectful and safe dialogue when a misunderstanding or harm has occurred
· Suspend or terminate employment, contract, or membership
Investigation And Adjudication—for Resolving Allegations Under The Ted Stevens Act
LPBC utilizes this Investigation and Adjudication procedure to resolve those allegations that are governed by the Ted Stevens Act. A hearing under the Ted Stevens Act will not necessarily affect LPBC’S ability to immediately suspend or terminate an accused individual. On receipt of an allegation of misconduct, as defined in LPBC’S Athlete Protection Policy, that does not involve child physical or sexual abuse, LPBC shall determine the appropriate steps to address the conduct based on several factors, including (i) the age of the complainant or victim, (ii) the age of the accused and (iii) the nature, scope and extent of the allegations. Such steps may include, without limitation:
· The collection of additional information from the individual in question, other individuals with potential knowledge or evidence of the incident or the accused individual
· Formal investigation and hearing
· Retention of legal counsel or investigation services to investigate and/or make a recommendation as to whether a violation of the relevant policy has occurred and/or a recommendation as to the appropriate sanction
Where serious allegations of misconduct are at issue (e.g., physical and sexual misconduct as defined in our Athlete Protection Policy), LPBC may elect in its discretion to undertake a full investigation and hearing before determining the appropriate disciplinary action. This investigation and/or hearing will in no way interfere with an ongoing criminal investigation or prosecution.
Suspension Before Final Resolution
If the reported complaint indicates that an individual’s continued employment, membership, or participation poses a risk of ongoing physical or emotional harm, LPBC may wish to suspend the accused individual pending final resolution of the complaint to eliminate any danger to an athlete, participant, or other individual. In such instances, LPBC will provide the individual with notice and offer her/him an opportunity to contest the suspension.
LPBC may suspend the accused individual where there is a reasonable belief that the individual has committed emotional, physical, or sexual misconduct. Evidence which may be found sufficient to support a reasonable belief includes, at a minimum:
· the suspension or termination of membership or employment by another USRowing member club or organization
· an Incident Report Form with specific and credible information
· other legal documentation or report supporting a reasonable belief that the individual has committed emotional, physical, or sexual misconduct.
For the purposes of this Policy, a suspension from sport involvement shall mean that for the duration of the period of suspension, the accused individual may not participate in any capacity or in any role in the business, events, or activities of the LPBC.
Any suspension before final resolution may be appealed to LPBC’s Board of Directors at the written request of the accused individual within thirty (30) days of the suspension.
As appropriate, and at its discretion, LPBC may institute a formal investigation and hearing procedure to address serious allegations of misconduct (e.g., physical and sexual misconduct). An investigation and hearing will be undertaken to address only the most serious allegations and patterns of behavior that warrant significant sanctions. Accordingly, LPBC anticipates that this disciplinary procedure will be used rarely.
If an investigation is conducted, the complainant, victim, and accused individual shall have the right to:
a) Receive written notice of the report or complaint, including a statement of allegations
b) Present relevant information to the investigator(s)
c) Legal counsel, at his or her own expense
In every case where a hearing is warranted pursuant to this Policy, an adjudication shall be conducted that shall in all cases comply with LPBC’s bylaws. The adjudication shall further conform to the provisions and principles set out hereafter. However, deviations in one or more of the procedural safeguards are permitted, provided the following conditions are satisfied:
a) The individual is informed of the allegations and evidence brought against him or her
b) The individual is given a reasonable opportunity to respond to the allegations brought forward
c) The individual may be represented by legal counsel at his or her expense
d) The panel member(s) who make the determination are free of conflicts of interests and render an unbiased decision
e) There is a right to appeal the panel’s decision
On receipt of a disclosure and/or additional information made pursuant to this Policy, if the Head Coach or relevant member of the Board of Directors is satisfied, in the exercise of his or her discretion, that there is a sufficient reasonable, reliable and persuasive evidence to support the complaint alleging emotional, physical, or sexual misconduct, he or she shall notify the Board of Directors.
The accused individual will be notified of a specific date and time to ensure that he or she is available for the hearing. Unless the Review Panel requires the individual to attend the hearing in person, the individual may appear by telephone conference call. The individual has the right to be represented by legal counsel at the hearing, provided that the counsel’s participation may be subject to the reasonable hearing rules related to the conduct of the hearing.
The Board of Directors shall have the authority to set timelines and other rules regarding the proceeding and the conduct of the hearing, as it deems necessary.
On request of the accused individual, and provided that it is necessary to expedite the proceeding to resolve a matter relating to scheduled training or competition, the Review Panel may render an expedited determination.
At the hearing, the accused individual will be allowed to present any reasonable evidence or argument that he or she wishes the Review Panel to consider. The Review Panel may require or permit documentary evidence, such as the written report of any investigator or other fact-finder, before the hearing and that the names of any witnesses be disclosed before the hearing. The Review Panel may also consider another club’s employment determination as evidence to be considered.
If the complainant/alleged victim(s) is a minor, the investigator’s or other fact-finder’s report may substitute for the minor witness’ direct testimony, provided that the accused had an opportunity to present and respond to relevant information collected during the investigation and before the report was transmitted to the Review Panel.
The Review Panel may proceed in the accused individual’s absence if it cannot locate the individual or if the individual declines to attend the hearing.
Findings and Sanctions
The Review Panel has the discretion to impose sanctions on the individual if it finds based on a preponderance of the evidence that emotional, physical, or sexual misconduct has occurred. The Review Panel will communicate its finding to the individual.
Any sanctions imposed by the Review Panel against the individual must be proportionate and reasonable, relative to the conduct that is found to have occurred. The decision regarding the appropriate sanction shall be up to the panel deciding each complaint. In imposing a sanction, the Review Panel shall consider:
a) The legitimate interest of LPBC in providing a safe environment for its participants
b) The seriousness of the offense or act
c) The age of the accused individual and alleged victim when the offense or act occurred
d) Any information produced by the accused individual, or produced on behalf of the individual, in regard to the individual’s rehabilitation and good conduct
e) The effect on LPBC’s reputation
f) Whether the individual poses an ongoing concern for the safety of LPBC’s athletes and participants
g) Any other information, which in the determination of the Review Panel, bears on the appropriate sanction
Sanctions may range from a warning and a reprimand to suspension from involvement with LPBC for a period of time. Suspensions from involvement with LPBC may be temporary or permanent. The most severe sanction possible to impose will be permanent suspension from involvement and expulsion from LPBC.
For the purposes of this Policy, a suspension from involvement shall mean that the individual may not participate in any capacity or in any role in the business, events, or activities of LPBC or its affiliated members for the duration of the period of suspension.
The conduct of the hearing will be private. If the Review Panel determines that the individual has violated policy, it may publish its decision or a brief summary of its decision, unless the accused is a minor. However, if the individual appeals, the summary of the panel’s decision will not be disclosed until an appellate decision has been made.
If the Panel determines the accused individual did not violate the relevant policy, the panel will publish a summary only at the individual’s written request.
If the individual disagrees with the finding or sanction of the panel and wishes to appeal, he or she may file an appeal with LPBC’s Board of Directors within thirty (30) days of the Review Panel’s finding. On appeal, the Board of Directors will address the merits of the Panel’s decision de novo, and not the process that was utilized. A decision rendered by the Board of Directors shall be final and binding on all parties.