CER Youth Transportation Policy
CER Youth Transportation Policy

The following is the Central East Region's policy for transporting of youth.

Transportation To and From Regional Events      

It is the responsibility of the local congregations or the parents or guardians to provide safe transportation to and from youth events. The Central East Region strongly recommends that all youth ride with adults who meet the requirements below. You can download a generic transportation permission form in Word or PDF.

Transportation during Central East Region Events

Unaccompanied Youth Arriving by Plane, Train, and Bus

Unaccompanied youth should be booked on direct flights when possible, even if it is more expensive.  They must be met at their arrival location (airport, bus station, etc.) by UUA staff or event adult leadership. Adults meeting youth at their arrival location should carry a hard or electronic copy of the youth’s itinerary, medical release forms, and contact information, and youth should have the contact information of the adults who are meeting them before they travel.

It is preferable for youth to travel in groups to and from event locations and with multiple adults present. Travel should never include one youth and one adult alone in a private space (e.g. car).  This includes travel on public transportation, taxis or other situations in which there would be no possibility of locating witnesses if questions about the situation arose.

Options to manage exceptional travel delays or other extenuating circumstances may be granted with parental permission.

Requirements for off-site trips

Transportation by Car                                 

All drivers of vehicles containing minors other than their own children must be at least 25 years of age and must provide proof of insurance and a valid driver’s license. They must also be approved by a congregation to attend the event.   

There must be a sufficient number of functioning seat belts for everyone and everyone must wear a seatbelt. In areas, such as during international trips, where seat belts may not be available for all participants, parents/guardians must sign a waiver acknowledging the risk.

No adult may drive alone with a youth other than their own child. The ratio of youth to adults for the group must be at least the same as the ratio for the event while driving even if the group is in more than one car.      

Written permission of the parent/guardian of all minor passengers will be obtained prior to being transported. This permission form will include all relevant details pertaining to the event and trip, such as date and location, name of driver(s) whenever possible, time of departure and time of return. Emergency contact information including name of physician, health insurance information and consent to treat in case of an emergency must accompany all minors who are being transported by adults other than their parents. During travel, the forms should be kept by the driver of the vehicle. In addition, each driver will leave a list of the names and emergency information for all of the children and/or youth traveling in their vehicle with an adult leader of the event. If possible, every driver will carry either a cell phone or a prepaid long distance calling card.

In the rare event that an accident or breakdown should occur drivers should contact the UUA Staff member responsible for the event to problem-solve. In case of medical emergency, drivers should call 911. 

No driver may be sleep-deprived, consume alcohol or use any form of drugs that can affect physical or mental performance during or before carrying out their duty as a driver.

Car sharing rides are not preferred for transportation (compared to background checked drivers or public transportation) due to insufficient background check policies. When ride shares must be used, background checked adults must accompany youth in each car.

Transportation by Larger Capacity Vehicles (Vans and Coaches)

In the event that larger capacity vehicles are needed, the UUA prohibits the use of 15 passenger vans for transporting youth.

For 12 Passenger Vans:

All drivers of vehicles containing minors other than their own children must be at least 25 years of age and must provide proof of insurance and a valid driver’s license. They must also be approved by a congregation to attend the event. The ratio of youth to adults for the group must be at least the same as the ratio for the event while driving even if the group is in more than one vehicle.

The driver should understand and be familiar with the handling characteristics of a fully loaded van. No driver may be sleep-deprived, consume alcohol or use any form of drugs that can affect physical or mental performance during or before carrying out their duty as a driver.

There must be enough functioning seatbelts for everyone and everyone must wear a seat belt. 

Written permission of the parent/guardian for all minor passengers will be obtained prior to being transported. This permission form will include all relevant details pertaining to the event and trip, such as date and location, name of the drivers whenever possible, time of departure and time of return. Emergency contact information including name of physician, health insurance information and consent to treat in case of an emergency must accompany all minors who are being transported by adults other than their parents. During travel, the forms should be kept by the driver of the vehicle. In addition, each driver will leave a list of the names and emergency information for all of the children and/or youth traveling in their vehicle with an adult leader of the event. If possible, every driver will carry either a cell phone or a prepaid long distance calling card.

For Coaches or Charter Buses (driven by drivers supplied by rental company)

Adult leaders will be spread throughout the bus. Headcounts will be done upon entering and exiting the vehicle. The ratio of adults to youth should be the same as for the event.

If there are seat belts, they should be used.

Transportation by Public Transportation (Bus, Train, etc.)

When transporting youth by bus or train, youth must travel as a group with at least two adults. Every person in the group should know the route and the final destination in case the group gets separated. One adult should lead and one should follow to prevent youth from being separated from the group. The ratio of adults to youth should be the same as for the event.

Written permission of the parent/guardian of all minors traveling will be obtained prior to being transported. This permission will include all relevant details pertaining to the event, such as date and location, the method of transportation, time of departure and time of return, and an approximate itinerary. Emergency contact information including name of physician, health insurance information and consent to treat in case of an emergency must accompany all minors who are being transported by adults other than their parents. During travel, the forms should be kept by the responsible adult traveling with the group. In addition, each responsible adult will leave a list of the names and emergency information for all of the youth traveling in their party with an adult leader of the event. If possible, every responsible adult will carry either a cell phone or a prepaid long distance calling card. The group should have a plan in effect in case the group gets separated and all youth will have the cell phone number of the adult or another adult emergency contact.

 

For more information contact cer@uua.org.

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