FAQ
General So Kids SOAR Waiver:
I certify that in case of accident or illness, the program director has my permission and authority to secure medical attention for myself or my child, if unable to communicate with me directly. I understand that there is some inherent risks are risks in activities at So Kids SOAR programs and accidents sometimes may occur. I also understand that the program fees do not include accident insurance, and I agree that all medical expenses (that may be incurred by myself as a volunteer or myself or my child as a participant) will be my responsibility. I agree to the release of any medical records necessary for treatment, referral, billing, and insurance purposes. I agree to waive any claims for negligence or intentional acts against So Kids SOAR, its volunteers, or any organization working or sponsoring them, for injuries that may result from the conduct of other persons, including participants in the So Kids SOAR program. I understand that So Kids SOAR is not responsible for lost, stolen, or damaged articles. I give permission for myself and/or my child to participate in planned activities, participate in authorized trips and to ride authorized vehicles for this purpose of transportation to off-site activities or for medical care. I give permission for So Kids SOAR to use photos or videos of myself and/or my child in promotional materials; including newsletters, websites, books, magazines, etc.
I/WE HAVE READ THE ABOVE WAIVER AND RELEASE, UNDERSTAND THAT I/WE HAVE GIVEN UP SUBSTANTIAL RIGHTS BY COMPLETING THIS REGISTRATION FORM, HAVE NOT CHANGED IT ORALLY, AND AGREE TO IT VOLUNTARILY.
Code of Conduct (Communication and Physical Contact Policies with So Kids SOAR staff, board of directors, and ambassadors):
So Kids SOAR has many individuals that support our work and may be present at our programs. To protect our staff, board of directors, and ambassadors, we ask that all participants, volunteers and parents/guardians abide by the following:
All SKS staff and board members and volunteers have been through a screening process and trained in appropriate interactions with participants. We ask that all participants and guardians act with respect and appropriate boundaries when working with our team as well. Below are three overarching guidelines for all SKS constituents to remember in order to protect themselves and the organization:
❏ Boundaries: Staff members must establish and maintain clear professional
boundaries in all interactions with participants and participants/parents/guardians must establish and maintain clear professional boundaries with volunteers and staff/board members.
❏ Behaviors : Staff members must avoid behaviors that cross, or could be
misconstrued as crossing professional boundaries.
❏ Situations : Staff members should be careful to minimize situations where they are
alone with a participant in a private space.
❏ Physical Contact: Unauthorized or unconsented physical contact between board members, volunteers, and participants is strictly prohibited. All individuals involved are expected to maintain professional conduct and respect personal boundaries at all times. Any form of physical interaction must be consensual and appropriate to the context of the event or interaction.
Due to the intensive one-on-one volunteer to participants nature of SKS programs, staff members develop relationships with participants. These relationships are designed to
serve as protective factors that help youth overcome challenges in their lives, but when
professional boundaries are hazy or are crossed, these relationships can cause harm to our participants and organizations. Programs must have in place, and educate staff on, clearly established professional boundaries to protect everyone involved. Please see our stipulations below:.
Volunteers (inclusive of SKS Ambassadors) and Board Members must not contact an SKS participant at their home, school, place of work, on social media/digital communications or any other setting outside of SKS without the parent or guardian's express written permission.
SKS participants and parents/guardians must not contact SKS board members or volunteers (inclusive of SKS Ambassadors) at their home, school, place of work, on social media/digital communications or any other setting outside of SKS without the volunteer or SKS Board Members written permission.
All INITIAL communications between SKS participants/parents/guardians and SKS board/ambassadors MUST be filtered through SKS staff. SKS Staff is the first line of contact for any SKS constituents (Volunteers, Participants, Parents/Guardians, Board Members, Ambassadors) when regarding any SKS matters or questions/concerns. Each contact request will be reviewed and appropriate action will be taken from the review on a case by case basis. Please do not contact any SKS participants/parents/guardians/volunteers/ambassadors/board members without first contacting SKS staff for approval to move forward with the communication
We do encourage volunteers/Ambassadors/Board Members to not give their contact information to SKS participants without careful consideration. Please think through what giving your contact information may mean and that accepting friend requests on socials may welcome frequent and persistent contact by some participants (even after establishing boundaries). SKS will do its best to protect all of our constituents.
Each and/or any violation of the above stipulations will constitute in an SKS Incident Form that will detail the incident and submitted to the governance committee for review of appropriate actions from the incident. The actions will be communicated to the individual (with any probations that may result from a second violation).
Dear So Kids SOAR parents and guardians, As you know, So Kids SOAR is always striving to better our programs for our participants and their families. We recently created the So Kids SOAR Parent Advisory Committee to provide feedback and additional support for the organization. At our first meeting we discussed many things, including the issue of participant no-shows at clinics. We use the term “no-show” for participants who registered for a clinic and either contacted us to cancel on the day of the clinic or just do not show-up. Over the past 6 years, we have tracked an average 37% no-show rate at our clinics, which is very high. No-shows not only effect So Kids SOAR's budget; they also prevent other participants from attending and having life-changing experiences. In order to maximize the number of participants at each event and reduce the rate and cost of no-shows, with the support of the Parent Advisory Committee, the So Kids SOAR Board of Directors and I developed the Registration Deposit Policy. This policy will be implemented for all So Kids SOAR clinics beginning January 2019. REGISTRATION DEPOSIT POLICY: A $5 deposit for each participant registrant per clinic. Policy Overview (Please see below for full policy details.) 1. The $5 deposit will be returned to the registrant if the participant attends the clinic. Registrants have the option to donate the $5 deposit to So Kids SOAR or have it returned. 2. If the registered participant does not attend the clinic, the $5 deposit will be charged unless they adhere to the Cancellation Policy. 3. Cancellation Policy: The registrant must cancel their registration within 48 hours of the clinic. (i.e., If the clinic starts at 10:00 a.m. on Saturday, the registrant must cancel by 10:00 a.m. on Thursday). 4. So Kids SOAR will offer registration scholarships to ensure that the policy will not prevent anyone from participating in So Kids SOAR clinics. Scholarship recipients must abide by the 48 hour cancellation policy. If a scholarship registrant is a no-show, they will not be eligible to receive a scholarship for future events. Thank you for your time and attention to this email and our new policy. We hope you understand that these are measures will allow more participants to attend So Kids SOAR clinics and help to reduce unnecessary expenses. This policy was developed by parents/guardians like you and our Board of Directors. If you have any questions or concerns about this policy, feel free to contact me. Thank you for your time and support of So Kids SOAR! Very best, Glenda Fu Smith Executive Director So Kids SOAR
The following So Kids SOAR Registration Deposit Policy will be implemented for all SKS clinics as of January 1, 2019. This policy is not designed to be a profit center or to be punitive – it is simply designed to cover the cost of and reduce the rate of no-show participants and maximize the number of participants at each event.
Building an inclusive community is a core value for SKS. To this end, a registration scholarship is available to ensure that the registration deposit policy will not prevent anyone from participating in So Kids SOAR clinics.
General Policy
1. A $5 deposit is required per participant registered for each clinic. (Parents and volunteers not included.) 2. The $5 deposit will be returned to the registrant if the participant attends the clinic. 3. On the registration form registrants will have the option to donate the $5 deposit to So Kids SOAR or have it returned after attending the clinic. 4. If the registered participant does not attend the clinic, the $5 deposit will be charged. Those who adhere to the Cancellation Policy are exempt. 5. The registration form requires a credit card/debit card number to hold the $5 deposit. Within 7 days following the clinic, the card will either be charged $5 or the hold will be released. 6. If a registered participant is a no-show three times during one calendar year, they will not be allowed to register for any other clinics during that year. 7. Each year on January 1 the registration and scholarship policies will reset. All no shows will be cleared allowing those participants to register for clinics again and participants may reapply for scholarships in the new calendar year.
1. If a participant needs to cancel their registration, they must provide notice of at least 48 hours’ notice before the start of the clinic. (i.e., If the clinic starts at 10:00 a.m. on Saturday, they must cancel by 10:00 a.m. on Thursday in order to not be charged $5 fee.)
2. Upon receiving cancellations, So Kids SOAR will notify registrants on the clinic’s wait-list as soon as possible.
1. So Kids SOAR will provide scholarships to those who cannot cover the $5 deposit. All scholarship recipients must abide by the cancellation policy.
2. If a scholarship registrant is a no-show (and does not contact So Kids SOAR regarding their attendance), they will not be eligible to receive a scholarship for future events.
3. Participants may receive a registration scholarship for a maximum of 3 clinics per calendar year.
4. Participants can apply for the scholarship while registering for each clinic. To apply, please register using the “Scholarship Registration” form and not the general registration form, requiring the $5 deposit.
5. The deadline for scholarship registrations is 10 days prior to the clinic applied for. Registrants will be notified about their acceptance to attend the clinic 7 days prior to it.
6. The maximum number of registration scholarships offered is 20% of the total number of registrations for the clinic. (i.e., If the clinic is open to 100 registrations, 20 are for scholarship registrations.)
Thank you for your cooperation with our new policy. This policy was developed with input from the So Kids SOAR Parent Advisory Committee. Please let us know if you have any questions or concerns by contacting Executive Director, Glenda Fu Smith, at Glenda@sokidssoar.org.
We will continue to offer virtual clinics on a monthly basis, that you can register for online. Here are a few more suggestions of things you can do from home:
Virtual field trips:
Educational shows and activities: