COLLABORATIVE FOR COMMUNITY ENGAGEMENT
RISK MANAGEMENT AGREEMENT
The CCE’s risk management policies and procedures are designed to ensure the safety of all program participants.
Definitions
The following definitions pertain to CCE risk management policies and procedures:
 Authorized Adult – an adult who has passed the equivalent of a verified full D11 background check (this is usually a district
employee, but may be a parent or CC student)
 CC Vehicle – a vehicle owned by Colorado College and rented by tigers for the purpose of CCE program implementation
 Community Partner – an agency or organization with whom the CCE has an ongoing collaborative relationship
 District Chaperone – a person employed at a partner school district (e.g. a teacher at D11, a vice-principal at D49) who is
listed ~ in writing ~ as a program chaperone
 Minor – a person under the age of 18
 Participant – Tiger or minor
 Tiger – any Colorado College student participating in a CCE-sponsored activity
A note about Minors
Of particular concern in many of the programs of the CCE are risks involving minors. A minor is defined by the CCE as any person
under the age of eighteen. [Note: Due to the nature of the work, the risk involved, and the definition of a minor, Colorado College
students must be 18 years old to participate in Collaborative for Community Engagement K-12 programs or early childhood
programs.] The safety and well-being of minors who participate in our programs is of utmost importance to the CCE and Colorado
College. Therefore, appropriate precautions are necessary to protect participants’ health and safety as well as maintain a strong
partnership with the community partner. Student organizations that plan activities involving minors must consider the full impact and
potential risk of all activities conducted during the course of their program and must engage in measures designed to reduce potential
risk to participants.
Policies and Procedures
1
Engaging at a Community Partner Site
1.1 Tigers must discuss a risk management plan with their CCE adviser and Community Partner before the program starts, and
will defer to the Community Partner as concerns arise.
1.2 Tigers whose work includes moderate- to high-risk activities and/or work with vulnerable populations as defined by the CC
Institutional Review Board (e.g. children, individuals with disabilities, the elderly, prisoners, medical patients) must discuss
an action plan with their CCE adviser before working with the Community Partner.
1.2.1
Groups whose work increases in risk level after beginning their work must discuss changes and get approval from
their CCE adviser.
1.2.2
Groups who begin working with a vulnerable population after beginning their work must discuss changes and get
approval from their CCE adviser.
1.3 No community member under the age of 18 may participate in any CCE program until a copy of a signed parental consent
form has been filed at the CCE office.
1.4 Tigers should maintain a neat, professional and appropriate appearance when engaging at a community partner site.
1.4.1
Tigers must not wear any clothing that inappropriately bares or exposes undergarments (e.g. boxer shorts, bras,
underwear) or that exposes the private parts of a body, including but not limited to the stomach, hips, and areas
above mid-thigh, buttocks, back and breasts.
1.4.2
Tigers may not wear any clothing bearing vulgar, discriminatory or obscene lettering, graphics, logos or advertising.
Tigers may not wear any jewelry, accessories or body adornments with visible inappropriate or suggestive terms,
phrases or images.
1.5 Tigers will behave in a considerate, reliable and prompt manner.
1.6 Tigers will maintain regular attendance at the program’s activities.
1.6.1
If an unforeseen circumstance arises, Tigers must notify their group leader and Community Partner of any tardiness
or absence as soon as possible.
1.7 Tigers should maintain a positive and constructive relationship with the community partner, leaders, community members,
and all other participants involved in the program.
1.7.1
Tigers should meet with their CCE adviser early to discuss any interpersonal conflicts or tensions emerging with a
community partner.
1.8 Tigers will lead by example, abiding by all the rules and expectations of the community partners.
2
Responsible and Professional Conduct with Minors
2.1 Tigers must abide by following practices when participating in programs with minors:
2.1.1
Tigers may never be alone with a minor or spend time alone with a minor out of view of others. Tigers must ensure
there is at least one other Tiger present during all program activities and that there is at least one Authorized Adult in
sight at all times.
2.1.2
Tigers may not engage in unsupervised communication with minors. This includes but is not limited to Facebook,
Twitter, email, text, or phone communication. All communication outside of designated program times must be
with the minor’s parent (e.g. all emails and texts must be sent to the parent, not the minor).
2.1.3
Tigers may never enter a classroom, bathroom facility, shower area or similar area without an authorized adult in
attendance, consistent with the policy of not having one-on-one contact with minors. Minors should use a “buddy
system,” or otherwise be encouraged to stay together when going to the bathroom, on field trips, or when leaving the
classroom area.
2.1.4
Tigers may never share sleeping quarters with minors. Separate accommodations for Tigers and minors are required
for all overnight trips. Minors should be placed in accommodations that allow for a locked door between themselves
and program staff. Tigers should not enter the sleeping quarters of a minor without an authorized adult present.
Tigers may never share a bed or sleeping bag with a minor.
2.1.5
Tigers must never engage in abusive conduct of any kind toward, or in the presence of, a minor. This includes, but
is not limited to, striking, hitting, administering corporal punishment to, or touching in an inappropriate or illegal
manner, any minor.
2.1.6
Tigers must never engage in rough or sexually provocative behavior during any CCE-sponsored program. This
includes but is not limited to horseplay, swearing, engaging in sexual innuendo, making sexually suggestive
comments, or allowing any inappropriate touching, including between children.
2.1.7
Tigers must not engage in intimate displays of affection towards others in the presence of Minors, parents/guardians,
and other Authorized Adults.
2.1.8
Tigers must never make sexual material in any form, including printed and electronic, available to minors
participating in CCE programs, or assist them in gaining access to such materials.
2.1.9
Tigers may not provide alcohol or drugs to any minor, or be under the influence of alcohol or illegal (or illegally
used) drugs during any CCE-sponsored program. Note: being “hung over” counts as being under the influence, and
is equally unacceptable. Authorized Adults shall not use nor provide prescription drugs or any medication to any
minor unless specifically authorized in writing by the parent or legal guardian as being required for the minor’s care
or the minor’s emergency treatment. Participants’ medicines may be distributed by program staff, following the
conditions outlined in in this document.
2.1.10 Tigers should actively avoid the appearance of favoring one minor more than another; Tigers may not give gifts to
any one minor in a program; Tigers must not accept expensive or lavish gifts from any minor in the program.
2.1.11 Tigers may never tell minors anything that encourages children to keep secrets from their parent/guardians, (e.g.
“this is just between the two of us”) even if it is about something as innocuous as sharing candy.
2.1.12 Tigers are expected to refrain from irrelevant use of cell phones or laptops during program time, especially when in
the presence of minors and/or community partners. Tigers are expected to be fully engaged and set a positive
example.
2.1.13 Tigers must have a Photo Waiver on file for any minor prior to photographing that minor. Tigers may not post
photographs or videos of minors on any digital, electronic, hosted media, web-based service or any other platform
without first obtaining and filing with the CCE a release in this regard from the minor’s parent or legal guardian.
2.1.14 Tigers must file copies of any photographs involving minors in their programs with their CCE adviser, and must
annotate photos with an accompanying list of minor’s names. This list must include date, location, event, and list of
all names from left to right, and must be accompanied by relevant photo waivers.
3
Accountability/Supervision in Work with Minors
3.1 Tigers must file a CCE Incident Report Form immediately following any “out of the ordinary” occurrence (a fight, injury,
vehicle break down, lost student, etc.) during a program activity. Be objective when filling out this form and give complete
details.
3.2 Tigers must follow all Colorado College Emergency Procedures.
3.2.1
An emergency is defined as any immediate threat to life and/or property that requires an immediate response from
police, fire or EMS. Some examples of emergencies are crimes in progress, any kind of fire or a serious injury or
illness. If you are not sure if an incident falls into an emergency classification, it is still ok to call 911 when an
immediate response is needed.
3.2.2
In an emergency, always call 911 FIRST before calling any CC staff member.
3.2.2.1 If a 911 call is not warranted and you are on campus, call CC Security at (719)389-6707 then call the CCE
office at (719)389-6846.
3.2.3
If a 911 call is not warranted and you are off campus, call your CCE adviser.
3.3 Tigers are responsible for having copies of Parental Permission and Health Forms for all minor participants in their
possession at all times, above and beyond those that are kept on file at the CCE. Emergency medical staff cannot provide
care for a minor without a release, even in life-threatening situations.
3.4 Mandated Reporting for Suspected Child Abuse or Neglect
3.4.1
Tigers who have a reasonable expectation that a minor has been abused or neglected must report such incidences to
the El Paso Department of Human Services 24/7 Hotline at (719) 444-5700 (Option #1), the Community Partner
teacher/supervisor, and to their CCE adviser.
3.4.1.1 Examples of “must report” situations include, but are not limited to: intent to harm oneself or others; child
neglect or abuse, including physical, mental, and/or sexual abuse; possession of a weapon (e.g., knives or
guns.).
3.4.2
Tigers engaged with a minor in a conversation in which a suspicion of abuse or neglect is emerging:
3.4.2.1 Should only ask open-ended questions (e.g. “Tell me more about what happened.”)
3.4.2.2 Should refrain from asking leading questions (e.g. “that man was wearing a red coat wasn’t he?”)
3.4.2.3 Should refrain from repeating the same question twice, even if days have passed
3.4.2.4 Should report “just the facts” to the DHS, Community Partner, school’s principal, district chaperone as soon as
suspicion arises
3.5 The CCE may require Tigers to get fingerprinted and background checked based on the level of risk involved in their
programs.
3.6 Tigers partnering with Colorado Springs School District 11 (D11) must complete a Volunteer Registration Form in order to
participate in a CCE student organization (from D11 volunteer services/risk management; Board Policy IJOC, IJOC-R, and
IJOA)
3.6.1
D11 registered volunteers will be insured under the District’s accident medical insurance coverage provided:
3.6.1.1 The volunteer registration is completed prior to processing any claims.
3.6.1.2 The volunteer is always operating within the scope and duties authorized by the District.
3.6.2
A preliminary background check is conducted on a monthly basis by District 11 through a computer-generated
random examination of District 11 volunteer registration forms. This procedure is subject to change.
3.6.3
Overnight supervision must be by D11 employees or by Tigers who CCE has verified have passed D11
fingerprinting and background check, and who have registered as a D11 volunteer.
3.7 Every CCE student organization in which minors are participants must minimally adhere to the following Authorized Adult
to Minor ratio:
Ages of Children
Ratio
6 weeks to 18 months (infants)………………………………...1 Authorized Adult to 5 infants
12 months to 36 months………………………………………..1 Authorized Adult to 5 toddlers
24 months to 26 months………………………………………..1 Authorized Adult to 7 toddlers
2 ½ years to 3 years…………………………………………….1 Authorized Adult to 8 children
3 years to 4 years……………………………………………….1 Authorized Adult to 10 children
4 years to 5 years………………………………………..…...…1 Authorized Adult to 12 children
5 years and older…………………………………………...…..1 Authorized Adult to 15 children
Mixed age group 2 to 6 years……………………...…………...1 Authorized Adult to 10 children
4
Transportation Policies
4.1 Only Tigers who are driver-certified by Colorado College Facilities will be allowed to drive vehicles on behalf of the CCE;
drivers will adhere to the Colorado College Facilities driving policies (see Colorado College Facilities Services
Transportation Manual).
4.2 All vehicle reservations must be made in collaboration with your CCE adviser.
4.2.1
Do not make reservations with the Transportation Office without working with your adviser to do so.
4.2.2
Please have the following information ready when making a vehicle reservation:
a. Dates & times you would like to reserve a vehicle (if you provide dates & times for the entire academic year,
it’s more likely that a vehicle will be available when you need it)
b. Names of certified drivers who will be picking up and driving the vehicle
c. Destination
d. Number of passengers and/or type of vehicle you would like to reserve
e. If your trip is to be more than one destination or more than one day in length, provide an itinerary. This itinerary
should include an emergency phone number where the group can be reached each evening, routes you will be
traveling, lodging arrangements, and the names of the people who are traveling with the group.
4.3 All Tigers must observe all local and state traffic laws while driving CC vehicles.
4.3.1
Tigers may never utilize a cell phone for any purpose (e.g. text, voice, email, web, GPS) while driving.
4.3.2
CC vehicles cannot exceed 65 mph even when the posted speed limit is higher.
4.4 Transportation of minors
4.4.1
Tigers may never use a personal vehicle to transport minors.
4.4.2
At all times, at least two Tigers or authorized adults must be in any CC vehicle transporting any number of minors.
4.4.3
Tigers may never pick up minors from or drop off minors at their homes, by foot or by car.
4.5 Tigers may never drop minors off at a location where there is neither a designated campus official (if dropping off on
campus) nor an identified parent/guardian/authorized adult to take custody of the child.
5
Field Trips Involving Minors
5.1 Two weeks prior to any field trip, groups must give the CCE an accurate list of all minor field trip participants, along with a
Risk and Release Waiver and Consent to Transport and Health Release Form for each participant. These documents will be
stored securely in the CCE office. These documents must be brought on the field trip and stored securely, as they often have
confidential identifying and health information on them.
5.2 Obtaining field trip approval
5.2.1
Tigers must submit a One-Time Field Trip Form to the K-12 Partnerships Coordinator two weeks prior to any onetime field trip for approval.
5.2.1.1 A One-Time Field Trip is defined as a trip that deviates from the regular program schedule and/or destination.
5.2.2
Tigers must submit a Recurrent Field Trip Form to the K-12 Partnerships Coordinator two weeks prior to the start of
the program.
5.2.2.1 Recurrent Field Trips are defined as program meetings in which minors are transported to any destination on a
regular basis.
5.3 Tigers must minimally adhere to the equivalent of District 11 policies on field trips, including but not limited to submitting
any community partner forms and documentation, as well as CCE forms.
6
Waivers/Forms for Working with Minors
The CCE must have a current copy of all the following waivers and forms for each participant/minor involved in a CCE program.
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Permission for Photographs Form
Parental Consent to Transportation & Health Release Form
Colorado College Collaborative for Community Engagement: Acknowledgement and Assumption of Risks &
Release and Indemnity Agreement
D11 Volunteer Registration Form or similar
D11 Field Trip Permission Form
COLLABORATIVE FOR COMMUNITY ENGAGEMENT
RISK MANAGEMENT AGREEMENT
Statement of Consent: I, ______________________________________, have read and received the
Collaborative for Community Engagement Risk Management Agreement, and have received answers to any
questions.
As a leader of ________________________________________________________________________
(student organization name), I agree to abide by and uphold the policies and procedures to protect participants’
health and safety, as well as maintain a strong partnership with the community partner. I understand that I am
responsible for ensuring all members of the student organization abide and uphold the Collaborative for
Community Engagement Risk Management Policies and Procedures to protect participants’ health and safety,
as well as maintain a strong partnership with the community partner.
________________________________
________________
Participant’s Signature
Date