Travel Teams

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Chaperone Guidelines

Thank you for volunteering and accepting the very important responsibility of chaperone. As our team participates in events, both locally and out of state, they act as ambassadors for SSA and representatives of our families. This underscores the importance of behavior, respect for team members and competitors, speech, actions, and dress code. We count on our sailors and parents, our chaperones and coaches, to consistently convey an appropriate message that Severn Sailing Association is a quality organization that upholds the traditions and dignities of Junior sailing. Every sailor in the SSA Junior Program is required to sign a Sailors Code of Conduct, and Disciplinary Actions to signify that they understand and will abide by the rules of the Jr. Program. Please see Section 7 if you are unfamiliar with these rules. In terms of the chaperone’s responsibilities, we have set forth some general guidelines as to our expectations and assume that good judgment and logic will serve as our guide when there is no written rule as to the specific issue.

A chaperone is an adult (21 years of age or older) who is willing to supervise and care for the general welfare of the sailors during overnight and out of town events.
Chaperones should ride in the same vehicle or group of vehicles with the sailors to and from events.
There should be at least one male and one female chaperone when traveling as a mixed team.
If a team is of a single gender, the chaperone should be that same gender.
Chaperones are on duty at all times during overnight travel unless otherwise excused by another chaperone. Coaches are responsible for supervision during day time sailing activities from the time of reporting until dismissed. The interaction between chaperones and SSA coaches is very important to coordinate sailors’ schedules.
Chaperones should not be assigned more than 8 sailors (however, 4-6 is desirable).
Use of controlled substances and firearms are prohibited when serving as a chaperone.
The use of alcohol should be in moderation only. Driving under the influence is prohibited. Please set the right example for our young men and women.
Chaperones should not retire until all sailors are checked in for the night, all visiting between rooms has stopped, and the chaperones are reasonably sure that the groups are quiet and in their rooms.
All room problems or illness must be reported immediately to the chaperone.
Chaperones have the right to inspect all bags and personal belongings.
Chaperones shall set curfew hours and hold sailors accountable to them.
After curfew hours sailors must be segregated by gender and returned to their rooms.
Chaperones should, with team input, plan team activities when not engaged in sailing activities.
Chaperones must strictly enforce the zero tolerance rules. Use of alcohol or illegal drugs/substances or other major infractions should be at a zero infraction tolerance level The behavior expectations and rules are in a contractual form and signed by both the participants and parents or guardians prior to participation.
Break the rules and the sailor goes home at the first reasonable opportunity at their parents’ cost.
Incidents or accidents should be reported in writing. Do not determine cause on the reports, just report the facts. An incident report form is available from the junior program director.

Chaperones should contact parents of sailors assigned prior to departing to discuss the itinerary, special needs, emergency contact numbers, and any other item that is pertinent to the trip. Remind parents that sailors should have their medical release information with them.

At the end of a trip, chaperones should submit an account of expenses incurred to the parents of the sailors that must submit reimbursement. Chaperones pay for their share of lodging, meals, and personal costs. Sailors pay for gas, tolls, their meals, lodging, and so on. If you are driving you do not need to share the cost of gas and tolls. You are providing a service to the sailors by transporting them and their gear and you are already paying for mileage/wear and tear on your vehicle.

Some chaperones prefer to front all costs for the entire group, keeping track of it all and then submit one large bill to the parents. Others will front the cost of gas, tolls, and lodging and require that sailors pay for meals, incidentals, etc. If you are unsure how an item should be accounted for, ask your team coordinator for advice. Ultimately, how you handle it is a personal decision as long as all is fair and reasonable.