Parent & Guardian Code of Conduct

Applicable to All Parks & Recreation Programs, Facilities, Events, and Parks

Purpose

We are committed to safe, inclusive, and welcoming programs. participant, parent, guardian, spectator, and/or visitor are expected to support these standards and comply with all policies, facility rules, and City ordinances.

Behavior Expectations

Participant, parent, guardian, spectator, and/or visitor must:

• Treat all participants, staff, volunteers, officials, and visitors with respect.
• Support staff by refraining from sideline coaching or disrupting activities.
• Use respectful language; no profanity, harassment, or intimidation.
• Demonstrate safe behavior; avoid actions that threaten others.
• Follow staff directions and respect program decisions.
• Stay in designated areas; off playing surfaces unless authorized.
• Respect facilities, equipment, and property.
• Maintain a weapon-free, drug-free, alcohol-free, smoke-free environment.
• Communicate respectfully; direct concerns to supervisory staff.
• Respect privacy; discuss concerns only with appropriate staff.

Inclusive Environment

The Parks & Recreation Department strives to foster inclusion and access for everyone and offers accessibility services and accommodation processes.

Participant-centered support is provided in our Accessible Recreation programs and through our Inclusion services. We are dedicated to supporting each individual's safe and successful participation and designing our programs and services based on participants' abilities, goals, and needs.

Consequences

Violations may result in:

• Verbal warning
• Being asked to leave the activity, game, program area, or facility for the remainder of the day.
  • If a participant is less than 18 and being asked to leave a parent/ guardian will be contacted and must remove a parent/ guardian as soon as possible.
• Suspension from future programs/events
• Termination of participation without refund
• Facility restriction or referral to law enforcement

Severe misconduct (threats, harassment, or aggression) may result in immediate removal.

Reminder

By participating in Parks and Recreation programs or using or visiting its facilities, the user agrees to follow this Code of Conduct along with all departmental policies and rules. The Department reserves the right to enforce these standards to maintain a safe, respectful, and positive environment for everyone.

Program Cancellation & Refunds

Key Terms

• Processing Fee: $10 non-refundable administrative fee
• Hardship Documentation: The Parks and Recreation Department defines a hardship as a medical issue limiting program or camp participation, moving out of the service area, or family legal issues. Documentation must be submitted within the timelines outlined below for refund consideration.
• Halfway Point: 50% of scheduled program days or classes completed

Short-term Program (meets once or twice for under 3 hours per meeting)

Refund Eligibility Based on Cancellation Timing

• 7+ days before start of program: Refund issued minus $10 processing fee
• 6 days or fewer before start of program: No refund unless hardship documentation is provided
• After program starts: Hardship documentation must be submitted before the halfway point for refund consideration

Series Programming (meets three or more times for under 3 hours per meeting)

Refund Eligibility Based on Cancellation Timing

• 7+ days before start of program: Refund issued minus $10 processing fee
• 6 days or fewer before start of program: Refund minus $10 processing fee and cost of one program day, unless hardship documentation is provided
• After program starts: No refund unless hardship documentation is provided before the halfway point; refunds are prorated for remaining classes only

Special Event (one-time event lasting more than 3 hours)

Refund Eligibility Based on Cancellation Timing

• 7+ days before start of event: Refund issued minus $10 processing fee
• 6 days or fewer before event: No refund unless hardship documentation is provided
• After the event: Hardship documentation must be submitted within 7 days of the event for refund consideration

 Trips (any program that includes transportation, excluding trips that include a ticketed event)

Refund Eligibility Based on Cancellation Timing

• 7+ days before trip: Refund issued minus $10 processing fee
• 6 days or fewer before trip: No refund unless hardship documentation is provided
• After trip begins: Hardship documentation must be submitted before the halfway point for refund consideration

Camps (Summer & School-Year Camps)

Refund Eligibility Based on Cancellation Timing

• 7+ days before camp starts: Refund issued minus deposit
• 6 days or fewer before start through first day of camp: Refund issued minus deposit and cost of one camp day
• Within 6 days with documented hardship: Refund may be considered minus deposit
• After camp starts: No refunds; hardship documentation must be submitted before the halfway point for consideration

Leagues (programs requiring multiple teams)

Refund Eligibility Based on Cancellation Timing

• 7+ days before league starts: Refund issued minus $10 processing fee
• 6 days or fewer before start: Refund minus $10 processing fee and cost of one program day, unless hardship documentation is provided
• After league starts: No refund unless hardship documentation is provided before the halfway point

Additional Notes

Transfers to another program may be requested when space is available. To initiate a transfer, please contact staff for your current enrollment.

To maintain program viability, transfers are not permitted if the transfer would cause the original program to fall below minimum enrollment and the vacated spot cannot be filled.

Step 1: Is a Transfer Possible?

• Transfer is allowed: Space is available in the requested program
• Transfer is not allowed: Transfer would cause current program to fall below minimum enrollment and the spot cannot be filled
• Transfer is not allowed: Program is a non-refundable item (drop-in, membership, pass, card, ticket)

Step 2: When Is the Transfer Requested?

Refund Eligibility Based on Cancellation Timing

• More than 72 hours before program start: Transfer allowed; $10 transaction fee applies
• Within 72 hours of program start: Transfer allowed; $10 transaction fee plus prorated cost of first class
• After program has begun: Transfer only considered for documented hardship

Step 3: Fees, Proration & Price Differences

Transfer Fees and Timing Guidelines

• Any approved transfer: $10 transaction fee
• Paid and outstanding balances: Prorated at time of transfer
• Camp transfer initiated less than 7 days before start: Price difference is non-refundable
• Program transfer initiated 72 hours or less before start: Price difference is non-refundable
• Transfer approved after program start (hardship only):  Adjustment prorated; deposits are non-refundable

Step 4: Transfers After a Program Begins (Hardship Only)

Requirements

• Eligible hardships: Medical issues limiting participation, relocation outside the service area, or family legal issues
• Documentation deadline: Must be submitted before the halfway point of the program
• Refund/credit: Prorated for remaining classes only; deposits not refunded

Important Transfer Notes

• Transfers are not guaranteed and depend on space and program viability.
• All transfer requests must be initiated by contacting staff for the current enrollment.
• Price differences resulting from late transfers may result in no refund.
• Non-refundable items are never eligible for transfer.

Requests to join a program, camp, or activity after registration has closed are not guaranteed and will be considered on a case-by-case basis.

How to Request Late Registration

1. Contact the Program Coordinator for the desired program, camp, or activity.

2. Provide the participant’s name, age, and the program you wish to join.

3. Await confirmation before attending or participating. Do not attend until approval is granted.

Approval Requirements

Late registration requests must be approved by the Program Coordinator and are subject to the following conditions:

• Staff availability: Adequate staffing must be in place to safely support additional participants.
• Space availability: Facility capacity limits must allow for additional enrollment.
• Safety considerations: Safety is the primary deciding factor in all late registration decisions.
• Program supplies and equipment: Availability of required materials, uniforms, equipment, or supplies may affect approval.

Additional Conditions

• Late registrations may be denied if approval would impact program quality, supervision ratios, or participant safety.
• Approval may be limited to certain dates or sessions, depending on the program structure.
• Fees must be paid in full prior to participation once approval is granted.
• Late registrations are subject to all existing cancellation, transfer, and refund policies.

Important Notes

• Approval is not automatic and may not be possible for all programs.
• Drop-in programs, memberships, passes, and tickets are not eligible for late registration.
• Staff decisions regarding late registration are final.

Wait List(s)

Wait lists for camp sections will become available once a camp has filled. There is no fee required to be on a wait list.

 Deposit Policy

A $25 deposit is required for each camp section at the time of your child(ren) enrollment. No fee assistance available for deposits.=

Transfer Policy

You may request that your child transfer from one City of Evanston camp to a new registration in another City of Evanston camp. Contact the center hosting the camp to initiate a transfer to a new selection. Do not bring your child to the “new” camp until you are contacted the transfer has been finalized. If the camp transferred to has a higher fee, you must pay the difference. If the camp
transferred to has a lower fee, a refund will be issued. Camp deposits and camp balance payments are not transferable to non-camp programs.

Emergency Contact Form

Participants in City of Evanston camp programs are required to have an information/emergency form on file prior to the first day of camp. Campers will not be allowed to participate in camp until their health form is submitted.

• Visit cityofevanston.org/campforms
• Log in to your account
• Add the form to your shopping cart
• You’ll be prompted to complete the form during checkout

Toilet Training

All campers must be toilet trained before beginning a City of Evanston camp program.

Drop-off and Pick-up

All camps have a sign-in and sign-out procedure that must be followed. Guardians are responsible for picking up children when the program ends. If a child is picked up more than five minutes late, you will be assessed a late fee of $5 per child for the first 15 minutes and $1/min after that time.

Pre and Post Camp Care

Each Pre and Post care site offers children access to various recreational activities, this is not an extension of the camp curriculum. Pre and Post care service is available for campers registered in specific camps.

Inclusion Services Policies & Procedures

Questions: please contact inclusion@cityofevanston.org; 847-859-7716 (voice) or 800-526-0857 (IL Relay Center voice transmission.)

Goals of Evanston Inclusion Services

•  To provide opportunities for individuals with disabilities to participate safely and successfully alongside peers in Evanston’s Parks & Recreation programming.
• To provide access to the goals, benefits, and overall experience that all participants in the program receive through reasonable, least restrictive accommodations which do not fundamentally change the recreation program.
• To facilitate understanding, collaboration, and connections within all Parks & Recreation programming and within the community.

Receiving Inclusion Services

Requests for Inclusion Services can be initiated by Parks and Recreation staff or participant and/or guardian(s).
Parks and Recreation staff must request Inclusion Services by completing the following steps:

•  Staff communicates with the participant/guardian to inform them of any concerns related to safety and successful participation in the program. Staff informs participant/guardian that they will be contacting the Inclusion Coordinator for support.
• Staff contacts the Inclusion Coordinator to communicate concerns.
• Inclusion Coordinator schedules an observation of participant at program.
• After observation, Inclusion Coordinator provides an observation summary to the staff requesting assistance, which will include a determination about any support/accommodations needed.
• The staff provides this summary to other applicable staff in the program and to participant/guardian.
• If it is determined that accommodations are needed, the Inclusion Coordinator contacts the participant/guardian to complete an Inclusion Assessment.
• Inclusion Coordinator provides tools to program staff for accommodations as needed.
• If it is determined that an Inclusion staff is needed, the Inclusion Coordinator begins the process of assigning/hiring and training an Inclusion Assistant.
• In the case that an Inclusion Assistant is not available, the participant will be placed on the Inclusion waitlist.
• Program fees paid will be prorated as needed based on any missed days after the initial observation.
• If an Inclusion Assistant is not found by the end of the program season, all fees will be credited back to the participant/guardian.

Participant and/or guardian must request Inclusion Services by completing the following steps:

• Participant/guardian are encouraged to contact the Inclusion Coordinator as soon as possible once determining what program(s) the participant would like to attend.
• Once registered, the participant/guardian completes an Inclusion Assessment with the Inclusion Coordinator to determine any accommodations needed for safe and successful participation in the program.
• Inclusion Coordinator communicates with program staff and prepares tools as needed for any accommodations for the program.
• If it is determined that an Inclusion Assistant is needed, the Inclusion Coordinator begins the process of assigning/hiring and training an Inclusion Assistant.
• In the case that an Inclusion Assistant is not available, the participant will be placed on the Inclusion waitlist.
• Program fees paid will be prorated as needed based on any missed days of the program due to an Inclusion Assistant not being available.
• If an Inclusion Assistant is not found by the end of the program season, all fees will be credited back to the participant/guardian.

Accommodations Provided Through Inclusion Services

Following guidance from the ADA (Americans with Disabilities Act), any accommodations provided for safe and successful participation in a Parks & Recreation program will be reasonable, least restrictive, and will not fundamentally change the
program.
Accommodations and levels of support needed will be determined on a case-by-case basis and may include:

• Training and education for program staff.
• Adapted equipment and/or tools for program staff.
• Check-ins and visits from Inclusion Coordinator throughout the program.
• Modifications to program structure or routine.
• Inclusion Assistant added to the program.
• Inclusion Services will be re-evaluated as necessary with consistent communication between the Inclusion Coordinator, participant/guardian, Parks & Recreation program staff, and Inclusion Assistant, if applicable. An increase in support will be adjusted based on the needs of the participant as determined by the Inclusion Coordinator.

Inclusion Assistant Assignments

Inclusion Assistant are trained to provide support as needed to help Parks & Recreation staff include the participant in programs. This training includes adapting activities, behavior management, disability awareness, incorporating visual and sensory tools, and other participant-specific tasks as needed, such as assistance with personal care (i.e. changing clothes, eating, toileting, etc.) mobility, or communication. While every effort will be made, the determination of maximum support and the need for an Inclusion Assistant does not guarantee that an Inclusion Assistant will be available. Needs will be considered on a first-come, first-served basis and Assistant will be assigned based on availability as well as skill level required. Due to the high volume of Inclusion Assistant needed citywide, the same Inclusion Assistant cannot be guaranteed from program to program. Inclusion Assistant will not be provided for programs which do not require pre-registration (e.g., drop-in camp, open gym, and family programs.)

Attendance

• If an assigned Inclusion Assistant is unable to work due to an emergency or illness, every effort will be made to place an appropriate and available substitute with the participant. If a substitute is unavailable, the participant will be unable to attend the program until an Inclusion Assistant is available. Applicable program fees will be prorated until an Inclusion Assistant is available.
• If a participant is going to be absent, the participant/guardian must contact the Inclusion Coordinator and Parks & Recreation program staff/designee.
• If the participant is absent three times during a single program, the Inclusion Assistant will be removed and reassigned to a participant on the Inclusion waitlist. This results in immediate discontinuation of participation in the program.

Code of Conduct Policies

• Every effort will be made to provide opportunities for a participant with a disability to safely and successfully participate in Parks & Recreation programming. Receiving Inclusion Services does not exempt a participant from the City of Evanston’s Parks & Recreation Code of Conduct as well as program rules and consequences. The modifications/accommodations are provided to assist the participant in following the rules. They do not exempt the participant from following the rules.
• If a participant is unable to comply with these rules, even with accommodations in place, they may be subject to disciplinary procedures including discussions with guardians, suspension, or removal from the program if behaviors are deemed unsafe for the participant, peers, staff, and/or program environment.
• Please note an acknowledgment form must be submitted to the Inclusion Coordinator before Inclusion Services are initiated

Fee Assistance 

• Fee assistance is part of the Access Evanston Program.
  • Application information and requirements.

Assistance Rates