Chill Foundation Mentor and Corporate Partner                                     Registration

An adult shows a skateboard trick
STOP: This form is for ADULTS registering as MENTORS, if you are a legal guardian registering a youth or an agency lead please proceed to the correct form. Contact Chill or your Agency if you are unsure. 
Select Mentor for all registrants UNLESS a Chill Staff member has told you otherwise.
1. Program Registration Information
2. Contact Information
Please use your organization's official name
3. Emergency Information
This must be someone other than yourself
4. Experience

General Sizing Information
Chill and our Partners provide gear for youth and adults during programs. We ask for height and weight in order to set up the correct board for you or your participant!
5. Chill Foundation Email List
6. Media Waiver
I hereby irrevocably release, consent and allow The Chill Foundation and its Sponsors to use my/my dependent’s photographs/likeness/voice, as it pertains to participation with The Chill Foundation programs, in any manner for promotional efforts without expectation of any reimbursement in connection with its use. 
3. Chill Code of Conduct

GUIDELINES FOR WORKING WITH MINORS 

 

Included: 

  1. Guidelines for Appropriate Behavior with Minors and Zero Tolerance Statement 

  1. Preventing Harmful Relationships with Minors 

  1. Appropriate & Inappropriate Interactions  

  1. How to Report Suspected Abuse or Neglect of a Minor 

  1. Confirmation of Understanding 

 

1. GUIDELINES FOR APPROPRIATE BEHAVIOR WITH MINORS 


As a Chill Foundation employee, volunteer or independent contractor, it is our duty to prevent harm towards minors in our care. The following are behavior guidelines for employees, volunteers and independent contractors while working with minors. The purpose of these guidelines is to provide a safe environment for employee, volunteer or independent contractor and minors, and to raise awareness of how to manage risk when minors are present. “Minors” includes any youth under the age of 18 years old. “Parent” is considered both parents and legal guardians. This policy is provided to all employee, volunteer or independent contractors upon hire or retention, and reviewed with employees, volunteers and independent contractors on an annual basis. These guidelines emphasize the responsibility that employees, volunteers, independent contractor, parents, and minors each have in ensuring a safe and successful program. 

 

Chill has a zero-tolerance policy for sexual abuse perpetrated on children  

or other vulnerable persons at Chill programs. 

 

BEST PRACTICES FOR SAFELY WORKING WITH MINORS 

  1. To not be alone with a single minor where you cannot be observed by a Chill approved employee, volunteer or independent contractors. 
  2. Do not discipline minors by use of physical punishment or by failing to provide the necessities of care. 
  3. Physical, verbal, emotional, or sexual abuse of minors is unlawful and is prohibited by state and federal law and Chill Foundation policy. 
  4. Appropriate guidelines around physical contact should always be followed. Please see the following pages for these guidelines. 
  5. Do not ever have direct contact with minors outside of programs.  Separate your private life from your work or volunteer activities. 
  6. Understand and respect the boundaries set by minors regarding physical touch or sharing personal information.  
  7. Provide clear communication about the program that the child is participating in at all times. Communicate the codes of conduct/rules/behavior to minors and all adult participants at the onset of each program or event.  In the case of Explore programs, share with parents all program logistics with minors and keep parents involved in an ongoing relationship throughout the Explore program. 
  8. Allow parents/guardians to opt out of distribution of Chill information beyond program information; allow non-minor participants to opt of distribution of Chil information beyond program information.
  9. No Internet social networking with minors for personal reasons or through personal profiles is allowed by employees, volunteers or independent contractors. Networking through approved program sites/profiles may be used when the contact is related to programming. 
  10. In case of injury, follow Chill’s Risk Management Policy and Incident Reporting Procedures. Employees, volunteers or independent contractors must understand the program emergency plan for responding to a crisis situation. In case of emergency, contact minor’s emergency contact person as soon as possible. 
  11. Communicate to program leads all situations that may be questionable or a possible breach of these guidelines or any Chill policies. If you believe someone has perpetrated abuse or neglect, immediately and confidentially report such violation to Child Protective Services or the police, and follow Chill guidelines for internal reporting, as applicable. 

 

2. PREVENTING HARMFUL RELATIONSHIPS WITH MINORS 

The following are specific actions employees, volunteers or independent contractors can follow in order to avoid harmful relationships with minors. 

 

  1. Establish clear boundaries with minors, i.e. stating what are or are not appropriate conversation topics. 
  2. Do not have inappropriate physical contact (see chart below). 
  3. Treat all minors equitably, i.e. fairly and consistently. Avoid showing favoritism. 
  4. Do not discuss your personal life with minors.  
  5. Follow appropriate professional attire guidelines and avoid provocative or revealing attire. 
  6. Do not swear or tell off-color jokes. 
  7. Do not allow minors in your personal home. 
  8. Do not transport minors in a private vehicle without explicit program permission, and follow proper procedures outlined by Chill Operations.  
  9. Never discuss your own or a minor’s sex life or activities. 
  10. Never smoke or drink alcohol in the presence of minors and/or at programs. 
  11. Do not share sexually explicit literature, magazines, books, music, or videos.  
  12. Seek support from Chill Program Leadership for discussions of very personal stories by minors. 
  13. When in doubt, seek assistance from Chill Leadership. 


3. APPROPRIATE & INAPPROPRIATE INTERACTIONS  (use the scroll bar at the bottom to read the entire table )

The following chart lists unacceptable and acceptable behaviors and actions with minors. It is intended to give clarity to unacceptable interaction between employees, volunteers or independent contractors (employee or volunteer) and minors and the consequences for those actions. The lists are illustrative and not all-inclusive; other behaviors may be identified. 

 

Zero Tolerance  

These behaviors, when substantiated, represent gross misconduct and WILL result in termination of employment.   

Not Allowed 

These behaviors could result in corrective action up to and including termination of employment.  

 

Appropriate 

These behaviors are generally ok.  However, even appropriate touch can be inappropriate when excessive consent is not given, done for adults personal pleasure and/or when the intention is to give preferential treatment.   

PHYSICAL CONTACT: 

  1. Sexual abuse, molestation. 

  1. Physical abuse, punishment, discipline (e.g. use of physical force, striking, squeezing, whether used for behavior management or not). 

  1. Physical interaction involving intimate touch or other risk of injury (e.g. tickling, wrestling, swinging minors by ankles or wrists, massages, caressing, sitting on lap). 

OTHER ACTIONS: 

  1. Verbal abuse (e.g. yelling in aggressive or threatening manner; belittling, including making fun of the individual/ individual’s family, national origin, religion, sexual orientation, race and/or ethnicity, disabilities, sexual orientation, gender identity and expression, age, and any other demographic; threatening bodily harm to the individual or individual’s family/friends). 

  1. Bullying, taunting; intimidation of physical force. 

  1. Using inappropriate consequences for behavior (e.g. restraining minor inappropriately). 

  1. Neglect – failure to provide for basic needs of minors (e.g. failing to provide appropriate medical care, access to restrooms, or access to food/water).  

  1. Telling or asking a minor not to tell an adult or parent of words or actions of employees, volunteers or independent contractors or volunteers. 

  1. Founded violation from law enforcement agency relating to the safety of a minor. 

  1. Failure to fully cooperate with an investigation by program employees, volunteers or independent contractors, the Chill Foundation, law enforcement agency or other authorized outside agency.  

  1. Sexual exploitation (e.g. sharing or taking nude pictures).  

  1. Being nude in front of minors under your care or direction. 

PHYSICAL CONTACT: 

  1. Touching any parts of the body without consent. 

  1. Hugs. 

  1. Holding hands - intent is to eliminate special, singular relationships (ok for groups, games and with very young children who need assistance). 

  1. Patting on head. 

  1. Restraint of a minor (unless minor is an immediate danger to self or others; to avoid harm to a minor, physically redirecting minor to safety). 

  1. Being rough with minors for behavior management (e.g yanking arm, grabbing shoulder, pushing minor into position). 

  1. Roughhousing (aggressive physical contact, often for fun, minor not in control of body). 

  1. Lifting, carrying, piggy-back or arm-chair rides (exceptions could be for challenge course activities, group games, moving an injured minor). 

OTHER ACTIONS: 

  1. Emotional abuse (e.g sarcasm, harsh or abusive words; rejecting or stating you do not like a minor). 

  1. Neglect – denying snack or other comfort as a behavior consequence. 

  1. Losing a minor (depends on duration, when/where minor found, how occurred). 

  1. Crossing boundaries of appropriate and inappropriate interaction with minors (including telling stories of personal sexual relationships, illegal activity, siding with minors as opposed to supporting adults with rules). 

  1. Singling a minor out for favored attention or giving the appearance of grooming. 

PHYSICAL CONTACT: 

  1. Shaking hands. 

  1. High fives. 

  1. Hand signs and greetings.  

  1. Side hugs. 

  1. Supporting youth balancing on a skateboard, snowboard, SUP, surfboard etc. by holding their hand/wrist for balance. 

 

Even physical contact that is considered ‘appropriate’ must be consented to by the minor, and be appropriate for the situation.  

 

 

  

Zero Tolerance  

 

Not Allowed 

 

Appropriate 

PROCEDURES: 

  1. Supervisory employees, volunteers or independent contractors instructing employee in mandatory reporting situation not to make a report. 

  1. Unauthorized off-hours contact, including but not limited to babysitting, movies, foster care, unsanctioned weekend trips, dating, social networking and texting without consent and parent/guardian oversight.  

  1. Dating a program participant who is a minor. 

  1. Serving food with nuts or other allergens to a minor with known allergies.   

 

ADDITIONAL: 

  1. Illegal activity on work time. 

  1. Undisclosed past criminal history (as required by routine background check performed at hiring). 

  1. Using, selling or providing alcohol or illegal drugs on site, or in program.  Selling or providing over-the-counter drugs to minors, except by documented parental authorization. 

PROCEDURES: 

  1. Failing to report suspicion of abuse or neglect internally and to Child Protective Services.  

  1. Violating reporting procedures or failing to report rule-breaking to supervisor. 

  1. Supervisory employees, volunteers or independent contractors instructing employee not to report a situation to risk management or human resources.  

 

ADDITIONAL: 

  1. Illegal activity outside program hours or off site. 

  1. Bringing or carrying a weapon into the program. 

  1. Being in possession of or being under influence of alcohol or drugs on site and/or in program. 

 

 

 

Educating minors 

Minors may be informed in a manner that is age appropriate of their right to set their own physical limits for personal safety: 

  • Minors at Chill programs will be encouraged to tell an adult if someone is abusing them.  

  • Minors at Chill Programs will be encouraged to tell an adult if they are in a situation or observe something that makes them uncomfortable. 

 

Consequences of Inappropriate Behaviors 

The Chill Foundation takes all matters of inappropriate behavior matters seriously. In the case of suspected abuse or neglect of a minor, the Chill Foundation will adhere to existing policies and procedures for corrective action.  Actions taken will first and foremost consider the need to ensure the safety of minors participating in the program.  

 

4. HOW TO REPORT SUSPECTED ABUSE OR NEGLECT OF A MINOR 

 

All Chill Foundation employees and volunteers are required to report suspected child abuse or neglect to the authorities, as outlined below. 

 

ALL CHILL STAFF WITH DIRECT YOUTH CONTACT ARE MANDATORY REPORTERS. 

 

Abuse can occur:   

  1. At home or away from the program; signs of abuse may be observed at the program, or a minor makes a written or verbal disclosure. 

  1.  During the program by an employee, volunteer or other adult or minor:  

  1. Employees, volunteers or independent contractors can break rules or cross boundaries of appropriate interaction with minors. 

  1. Minors can act out by themselves or with other minors, including bullying, intimidation or other prohibited acts. 

 

If you have reasonable cause to believe a minor has been abused, or if a minor has disclosed an abuse to you, you have a duty to report that abuse to the proper authorities.  Failure to do so is a violation of Chill Foundation Policies and may result in disciplinary action, up to and including dismissal. Even if you’re not sure whether something constitutes abuse, do not keep information to yourself.  

 

If you are a mandatory reporter, you are required by law to report known or suspected instances where a minor has been abused or neglected. Not doing so is considered gross misconduct. You are a mandated reporter if you are an educator OR if you have regular supervisory authority over any employees, volunteers or independent contractors whom you believe has caused a minor to suffer abuse or neglect.  

 

If you believe that abuse or neglect occurred (off-site or on-site), or if you witness abusive behaviors, you must: 

 

  1. If the safety of a minor is of immediate concern, call the police:  

  • Call 9-1-1 for immediate intervention (US and Canada).  

 

2) For all other cases, call either Child Protective Services (CPS) or local law enforcement within 48 hours: 

 

 

Questions that will be asked when you call: 

  • The name, address and age of the minor. 

  • The name and address of the minor’s parent, guardian or other persons having custody of the minor. 

  • The nature and extent of the abuse or neglect, including location and description of the incident. 

  • Any knowledge of previous incidences. 

  • Any other information which may be helpful in establishing the cause of the minor’s abuse or neglect and the identity of the perpetrator. 

 

You do not need to have all of the above information when you call to make a report, but the more accurate information you can provide, the better equipped the office will be to assess the minor’s risk. Provide the information you are able to obtain, as clearly and objectively as possible.  Describing actions, symptoms, physical observations or telling what is said, is more helpful than giving your opinion.  

 

 

The Chill Foundation will adhere to existing policies and procedures for corrective action regarding the employee, volunteer or contractor, including suspension or termination from employment or volunteer/contractor status.  

 

Confidentiality of information related to abuse is crucial and will be limited to the immediate supervisor, any authorities called, and designated Chill Foundation internal reporting recipient(s). 

 

Designated Chill Foundation internal reporting recipients: 

 

  • Ben Clark (CEO): 857.928.8790 © 

  • Lindsay O’Brien (VP of Global Ops.): 914.275.3099 © 

  • Rosetta Weber (VP of Global Programs): 802.380.0987 © 

  • Additional Senior Leadership Team Member ONLY if an incident has occurred at a function overseen by a non-program function (example Development, Finance, Marketing) 

 

5. CONFIRMATION OF UNDERSTANDING 

 

This policy adapted from UW Office of Youth Programs Development and Support, adapted from KUOW’s Policy on Working with Minor and revised 2016 

 

8. Universal Waiver

CHILL FOUNDATION  

ASSUMPTION OF RISK, RELEASE OF LIABILITY, COVENANT NOT TO SUE, AND WAIVER OF CLAIM AGREEMENT 

 

This Agreement is entered into by and between the undersigned (“the Undersigned”), the CHILL Foundation (including its respective affiliates, “CHILL”), and other parties including, but not limited to, host sites, event venues, sponsors, agencies, staff, volunteers, instructors and their respective affiliates (collectively, “Released Party” or “Released Parties”).  Whereas, CHILL, in conjunction with the Released Parties, offers extraordinary boardsport programs for youth, in addition to annual fundraising events related to these programs, for the purposes of this Agreement known and referred to hereinafter as the CHILL Program (or the “Program”); and 

Whereas, the Undersigned is aware that despite supervision and instruction by CHILL Staff, instructors and other Released Parties, boardsports (snowboarding, surfing, skateboarding, paddle-boarding, wakeboarding) and related activities involve certain inherent risks, dangers and hazards that can result in personal injury and, in extreme cases, death. Further, the Undersigned is aware of the man-made, natural and environmental conditions, and other risks, which, independently or in combination with any boardsport activity, may cause or result in personal injury and, in extreme cases, death; and 

Whereas, the Undersigned acknowledges and agrees that participating in the CHILL Program and related activities may involve certain inherent risks, dangers, and hazards that can result in serious personal injury, illness or death. The Undersigned hereby freely agrees to assume and accept any, and all, known and unknown risks of injury which are in any way related to the participation in any of the events or activities associated with the Program, including but not limited to injury or death caused by other participants, volunteers, chaperones, spectators, or any other persons, environmental features, wildlife, water, weather conditions and the effects thereof, and other equipment of any kind located on or around the Program or activity. The Undersigned further acknowledges and agrees that the risk can be greatly reduced by participating within the Undersigned’s abilities and using common sense at all times; and 

Whereas, the Undersigned has voluntarily participated in the CHILL Program, and would like to participate in the CHILL Program despite all known and unknown risks of injury presented by participation in the CHILL Program; and  

Whereas, the Undersigned understands that THIS AGREEMENT IS A GENERAL RELEASE, COVENANT NOT TO SUE, AND WAIVER OF CLAIM AGREEMENT barring the Undersigned from bringing any claim for any reason for personal injury and/or death which is in any way related to participation in any of the CHILL Programs and the activities associated with the CHILL Programs, as well as boardsports; and  

Now, therefore, for the sole consideration of being permitted to participate in the CHILL Program, the Undersigned expressly and freely agrees as follows: 

1. TO ASSUME ALL INHERENT RISKS OF THE CHILL PROGRAM that are obvious and necessary and all other risks of property damage, personal injury, serious personal injury and/or death arising from boardsports and practicing for and/or participating in the CHILL Program. 

2. TO RELEASE FROM LIABILITY, COVENANT NOT TO SUE, DEFEND, AND HOLD HARMLESS CHILL, all Released Parties and their respective officers, agents, employees, directors, shareholders, representatives, affiliated entities, subsidiaries, and insurers, FOR ANY AND ALL LOSS, DAMAGE, INJURY, DEATH OR EXPENSE THE UNDERSIGNED MAY SUFFER OR INCUR, which may also result from any prizes or products that may be awarded to the Undersigned (nor shall any such prizes or products be warrantied or guaranteed by Chill to the Undersigned), or that the Undersigned’s next of kin may suffer or incur, as a result of the Undersigned’s practicing for or participation in the CHILL Program, and to WAIVE ANY AND ALL CLAIMS AGAINST THE RELEASED PARTY DUE TO ANY CAUSE WHATSOEVER, INCLUDING BUT NOT LIMITED TO, NEGLIGENCE DUE TO ANY CAUSE WHATSOEVER, BREACH OF CONTRACT, OR BREACH OF DUTY OF ANY KIND ON THE PART OF THE RELEASED PARTY and any entity or person performing any function with respect to the CHILL Program. 

3. EQUIPMENT.  To be responsible for the return, in good condition, of all equipment loaned to the Undersigned. 

4. CHOICE OF LAW/VENUE.  This Agreement shall be governed by, enforced under and construed in accordance with the laws of the State of Vermont without regard to Vermont’s conflicts of laws principles.  The parties hereby consent to the personal jurisdiction of the federal and state courts located within the State of Vermont, U.S.A. and agree that the venue for all disputes shall be resolved in the State of Vermont. 

5. SEVERABILITY.  If any term, provision, covenant, or condition of this Agreement is held by a court of competent jurisdiction to be invalid, void, or unenforceable, the remainder of the provisions contained herein shall remain in full force and effect and shall in no way be affected, impaired or invalidated. 

6. BINDING EFFECT OF AGREEMENT.  In the event of the Undersigned’s death or incapacity, this Agreement shall be effective and binding upon the Undersigned’s heirs, next of kin, executors, administrators, assigns and representatives. 

7. MODEL RELEASE. That for the sole consideration of participating in the CHILL Program, the Undersigned authorizes CHILL to record and use materials incorporating the Undersigned’s name, audio and audio-visual recordings, or the Undersigned’s name and likeness, photographs, statements or testimonials of the Undersigned (collectively “Images”) in connection with marketing both the CHILL Program and certain products manufactured and/or distributed by CHILL. The Undersigned acknowledges and agrees that each Image is and will be deemed to be a work made for hire as defined in the U. S. Copyright Act of 1976, as amended, 17 U. S. C. 101, and will be exclusively owned by CHILL. If for any reason an Image is not deemed to be a work made for hire, the Undersigned hereby irrevocably assigns all right, title and interest in perpetuity worldwide in and to the Image, including the copyright and all other rights relating to the Image to CHILL. It is agreed and acknowledged that this Agreement confers on CHILL the exclusive right to display, exhibit, distribute, reproduce or authorize reproduction of the Images for all purposes, and to make derivative works, in any medium now known or later created. The Undersigned further waives all privacy, publicity, defamation, and proprietary rights related to the Images. CHILL may transfer or license its rights hereunder without the consent of the Undersigned. 

8. CERIFICATION OF INFORMATION AND CONSENT OF MEDICAL CARE FOR MINORS (if applicable): Health information provided to Chill for the below-named Participant is accurate. I agree to update Chill immediately with any changes to this information. If medical treatment is needed, I understand that the Agency is responsible for seeking medical treatment and notifying the Parents/Guardians of Participant. Participants and Agency Leads are responsible for the possession and administering of any/all medications as directed. Chill is not responsible for possessing/administering medications. I understand that the Agency will attempt to notify Parents/Guardians should medical treatment be sought, but not necessarily prior to the medical care being sought or rendered. 

Contact Information