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Travel & Chaperone Policy

Compliance & Safeguarding

St. Vincent Taekwondo Federation (STF) – Travel & Chaperone Policy

1. Purpose

The purpose of this policy is to establish clear and enforceable guidelines for the safe, responsible, and professional supervision of athletes during all STF-related travel.

As a small island nation with limited resources, St. Vincent and the Grenadines faces unique challenges in arranging safe travel for athletes to domestic and international events. This policy ensures that:

  • Athlete welfare and safety remain the top priority during all trips.

  • Chaperones are qualified, trained, and trustworthy individuals capable of handling the responsibilities of athlete supervision.

  • All STF travel is organized in a structured, transparent, and well-communicated manner.

  • Parents, guardians, and athletes have confidence in the travel arrangements and the people responsible for their care.

2. Scope

This policy applies to:

  • All STF-sanctioned travel for training camps, competitions, seminars, or promotional events.

  • All STF athletes (junior and senior), coaches, chaperones, and officials traveling as part of an STF delegation.

3. Travel Planning & Approval

3.1 Authorization

  • All STF trips must be approved in advance by the STF Executive Committee.

  • A Travel Authorization Form must be completed and submitted for review.

3.2 Travel Itinerary

  • The trip leader must prepare a detailed itinerary including transportation, accommodation, schedules, contact numbers, and emergency protocols.

  • The itinerary must be distributed to parents/guardians and the STF office at least two weeks before departure (except in urgent situations).

4. Chaperone Criteria

To qualify as a chaperone for any STF trip, an individual must:

4.1 Eligibility Requirements

  1. Be at least 25 years of age.

  2. Be a member in good standing with the STF.

  3. Have no criminal record — a current police background check is mandatory (renewed every 3 years).

  4. Complete the STF-approved Child Protection & Safeguarding Training course.

  5. Hold a valid First Aid & CPR certification.

  6. Demonstrate experience working with youth in a sports or educational setting.

  7. Be physically and mentally fit to handle travel demands.

  8. Have a proven record of responsibility, reliability, and good judgment.

4.2 Preferred Qualifications (Not mandatory but beneficial)

  • Previous STF chaperone or coaching experience.

  • Familiarity with STF rules, Code of Conduct, and athlete welfare policies.

  • Training in conflict resolution and basic counseling skills.

5. Chaperone Duties & Responsibilities

5.1 Supervision

  • Maintain direct supervision of athletes during all non-competition periods.

  • Ensure no athlete is left unsupervised in unfamiliar environments.

  • Enforce curfews, room assignments, and delegation rules.

5.2 Safety & Welfare

  • Monitor athlete well-being, hydration, and nutrition.

  • Respond promptly to any medical needs or emergencies.

  • Keep detailed notes of any incidents for official reporting.

5.3 Communication

  • Maintain open communication with the Head Coach and Trip Leader.

  • Provide regular updates to the STF office and parents/guardians if required.

5.4 Conduct

  • Serve as a positive role model at all times.

  • Avoid any behavior that could compromise athlete safety, trust, or STF reputation.

  • Refrain from alcohol consumption or any prohibited substances during the trip.

6. Chaperone-to-Athlete Ratios

  • Minimum ratio: 1 chaperone per 8 athletes for junior delegations.

  • Mixed-gender teams must have at least one chaperone of each gender.

7. Athlete Conduct While Traveling

Athletes must:

  • Follow the STF National Team Code of Conduct.

  • Remain with the group at all times unless given explicit permission.

  • Respect curfews, schedules, and team rules.

8. Emergency Procedures

In the event of a medical or safety emergency:

  1. Contact local emergency services first.

  2. Inform the Head Coach and STF President immediately.

  3. Notify parents/guardians as soon as possible.

  4. Complete an Incident Report Form within 24 hours.

9. Compliance & Disciplinary Action

  • Chaperones who fail to meet STF standards or violate policy rules may be removed from current and future assignments.

  • Serious breaches may result in termination of STF membership.

10. Review

This policy will be reviewed every two years by the STF Executive Committee to ensure it reflects best practice and the evolving needs of athlete travel and safety.

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