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Program Policies and Procedures

Weather Cancellations

SEASPAR weekly programs and special events may be cancelled due to inclement weather.  Call SEASPAR one to two hours before the program begins or between 4:00 and 4:30 p.m. for evening programs.  If the program is cancelled, staff attempt to reach all participants and staff by phone to inform them of the cancellation.  After hours, program changes are available on the program update selection on the phone system.  If indoor facilities are available for weekly programs, the program is held as usual.  Programs cancelled due to inclement weather are not rescheduled.

Severe hot weather guidelines for cancelling programs:
Outdoor programs or indoor sites without air conditioning: Heat index of 100° or higher
Trips/Transportation: heat index of 110° or higher

Severe Winter Weather
Outdoor programs or programs with transportation for participants with physical disabilities: Temperature of zero or wind chills of -10° or less.

All other programs with transportation: Temperature of -10° or wind chill of -20° or less.

All programs (including indoor): snowstorm or blizzard situations when driving restrictions and emergency accident plans are in effect (e.g., winter storm or blizzard warnings).

Other weather concerns affecting program cancellation:
All programs (including indoor) where a tornado warning is in effect in surrounding area.  SEASPAR uses discretion for all other weather warnings and watches.

Medication Dispensation

The exchange of medication, information, and participants can become rather hectic as a group prepares to leave for an activity or at the beginning of a program.  In order to be sure that all medication is in order and staff has the appropriate information, we ask you to put medication in specially-marked envelopes, complete the information, and give it to the program supervisor before the group leaves.  To make the process work more efficiently for overnight trips, envelopes are sent to you along with the packing list.  For day trips, staff provides envelopes at the pickup point.  For the convenience of those who are involved in many outings or who take medication frequently, we are happy to provide a supply of labeled envelopes. 

Absences

Call SEASPAR when a participant cannot attend an activity.  The number of staff hired is based on perfect attendance.  Help us avoid unnecessary expense by advising us if a participant will be absent.  On special events, this allows those on the waiting list to attend and means that no tickets are wasted.  Messages may be left on the after hours absence line.  We realize that last minute absences may not allow for notice, however, we appreciate your assistance and cooperation. 

Atlanto Axial Subluxation

Individuals with Down Syndrome are at risk of having Atlanto Axial Subluxation Condition (ASC) that causes increased mobility in the cervical spine.  For the safety of SEASPAR participants, individuals with Down Syndrome are not allowed to participate in the butterfly stroke in swimming, diving, tumbling, gymnastics, high jump, and other activities which may potentially injure the neck.  An x-ray is required to determine if the condition is present.  Contact SEASPAR for further details.

Transportation Safety Procedures

The following procedures are required to ensure the safety of our participants while riding in our vehicles.  SEASPAR reserves the right to refuse to transport individuals. 

  • All passengers must be sitting in seats or wheelchairs with seat belts securely fastened or the driver will not move the vehicle.
  • All wheelchairs must have brakes that are in good working condition and can stop the chair from moving. 
  • SEASPAR staff are responsible for determining whether a participant can be transported safely.
  • Persons using an Amigo-type wheelchair or stroller must transfer to a vehicle seat and use a seat belt. 

Pick Up/Drop Off

SEASPAR asks that parents promptly drop off and pick up participants at the designated program times.  Before programs, staff are busy preparing for the program and are unavailable to supervise participants.  After programs, staff members may be scheduled at another facility and therefore need to depart soon after the program.  Be sure to check in with the staff when dropping off and picking up your child.

Parents or case managers must submit written notice to the SEASPAR office stating that the participant is traveling home unsupervised.  Please submit this notice with the registration form.  We ask that you notify SEASPAR if someone other than a familiar family member is picking up your child.

Double check the pickup time and be prompt.  Program leaders would greatly appreciate your consideration in this matter as they have additional work responsibilities after everyone is picked up, often another program to lead.  By allowing them to complete their work promptly, SEASPAR can operate more cost efficiently.  Families of individuals who are not picked up promptly are sent a letter that serves to remind them of the concern.  If the situation continues, a charge is imposed for subsequent late pickups.

If a participant is picked up late (more than 10 minutes) three times in three months or less, a warning is sent stating that the next late pickup(s) results in a payment due to SEASPAR for the overtime.  A rate of $18 per hour is used.  Payment is due to SEASPAR within one week of notification.  If not paid promptly, the amount is due prior to the next registration.  The staff makes every effort to return on time from all outings; we ask your cooperation in making pickups prompt.

Program Cancellations

  • A class may be cancelled if the enrollment is less than four participants.
  • Programs may be cancelled due to inclement weather.  Make-up dates are generally not possible.
  • If a participant cannot attend a program, he/she cannot send a substitute in his/her place. 

Code of Conduct

To ensure an enjoyable and safe program for all participants, a behavior code was developed.  SEASPAR will attempt reasonable accommodations to enable participants to meet behavior expectations and our goal to provide safe and enjoyable experiences.

  • Show respect to all participants, staff, and public.
  • Listen to and comply with staff direction and program rules.
  • Allow others in the program and others at public facilities to enjoy the activity without disruption (within reason).
  • Refrain from using foul language or other offensive behavior such as offensive gestures, sexually explicit language, or inappropriate touching.
  • Refrain from causing bodily harm or offensive physical contact.
  • Show respect to equipment, supplies, and facilities.

Additional rules are developed for specific programs as deemed necessary by the staff.

Discipline

SEASPAR applies a caring, positive approach to discipline.  Staff review rules with participants and are willing to work with parents to develop behavior modification programs as necessary.  When conduct expectations are not met, staff will take reasonable steps to accommodate the behavior and minimize future risks.  However, when accommodations are attempted and are unsuccessful, or when no reasonable accommodation exists to avoid future risks, SEASPAR may take actions such as removing a participant from an activity for a short period of time, removing a participant from an activity the remainder of the day, suspending participation for the next program meeting, or suspending participation in that program for the remainder of the season.  Notwithstanding SEASPAR’s option to use progressive discipline, SEASPAR is not required to do so and may, in its sole discretion, forego lesser forms of discipline at any time and proceed immediately with suspending participation for the remainder of the season. 

Listed below are examples of reasons for disciplinary action.  This list, however, does not constitute an exhaustive list of all of the acts which may subject the participant to disciplinary action, including suspension for any program or activity.  Instead, the following list sets forth some of the more typical circumstances that arise.  They include, but are not limited to:

  • Loud noises in particular settings where quietness is expected.
  • Ability to sit quietly in theaters, concerts, etc.
  • Respect for other patrons at activities in the community.
  • Running in crowded areas or bolting from the group - this can cause disruption at the least or be a significant safety problem at the most.
  • Participating in scheduled activities for the majority of the time.

Participant Expectations

SEASPAR provides leisure opportunities for individuals with disabilities, and while participating in our programs, we stress socialization skills, appropriate behavior, and personal appearance.  For the dignity and acceptance of individuals with disabilities, and for their overall self-esteem and enjoyment in community outings, the staff has developed a list of participant expectations.  We ask that you assist us in fulfilling these basic guidelines.  The participant guidelines were developed for the betterment of our participants, their self-esteem, and normalization.

  • Clean, dry clothing.
  • No bowel/bladder problems upon arrival at the program.  (If this is a concern, extra clean clothing, cleanup supplies, Depends garments, must be sent with the participant.)
  • Attention to body odors.  (Should smell fresh.)
  • Appearance should be clean.
  • Appropriate attire for program participation.  (e.g. tennis shoes, warm-ups, or loose-fitting clothing for athletic, sports, or exercise programs.)  If you have a question or doubt about the type of attire to wear, call SEASPAR.

SEASPAR staff will be consistent in stressing personal hygiene while participants are at programs. 

Wellness Guidelines

In consideration of other participants and staff, and to prevent the spread of contagious illnesses, it is recommended that participants refrain for programs when any of the following conditions exist:

  • Fever of 100° or higher
  • Vomiting within the last 24 hours
  • Persistent diarrhea in conjunction with other symptoms
  • Contagious rash or a rash of unknown origin
  • Persistent cough and/or cold symptoms
  • Eye infections or discharge from the eye
  • Symptoms of mumps, measles, chicken pox, strep throat, flu, impetigo, or Coxsackie’s virus
  • Runny nose with yellow or green discharge
  • Lice or mites
  • Fatigue due to illness that hinders participation in a program

Please notify SEASPAR if the participant contracts any contagious illness that will affect their attendance at a program.  Participants should return to programs at the doctor’s recommendation, or, if not under a doctor’s care, when the symptoms have clearly passed.