This agreement establishes the responsibilities of the Host Organization (First Presbyterian Church of Hayward, hereinafter "FirstPres") and the Sponsoring Organization/Group when a group of minors participates in a volunteer activity hosted by FirstPres.

For purposes of this agreement, the Sponsoring Organization/Group may include a church, youth group, school, nonprofit organization, community organization, or other group bringing minors to participate in volunteer service.

The Sponsoring Organization/Group acknowledges that it is responsible for providing appropriate adult supervision for all minors participating in the volunteer activity.

The Sponsoring Organization/Group agrees to:

• Provide an appropriate number of responsible adult chaperones to supervise participating youth;
• Ensure that adult chaperones remain on site and actively supervise youth for the entire volunteer activity;
• Ensure that youth participants remain with their designated chaperones or in areas approved for the volunteer activity;
• Ensure that youth participants follow the FirstPres's reasonable safety instructions, policies, and directions;
• Monitor the behavior and conduct of youth participants throughout the volunteer activity;
• Respond promptly to behavioral, safety, medical, or other concerns involving youth participants;
• Ensure that youth participants do not leave the volunteer site without appropriate permission and supervision; and
• Maintain responsibility for youth participants until they are released to their parent, legal guardian, or other authorized adult.

Each adult chaperone agrees to actively supervise the youth participants assigned to their care.

Chaperones are expected to:

• Remain attentive and available throughout the volunteer activity;
• Know which youth participants are in their care;
• Follow all applicable FirstPres safety and conduct requirements;
• Model appropriate and respectful behavior;
• Address unsafe or inappropriate behavior promptly;
• Notify FirstPres staff of any injury, safety concern, or significant incident; and
• Follow any additional instructions provided by FirstPres staff.

Chaperones should not leave youth participants unsupervised at the volunteer site.

The Sponsoring Organization/Group agrees to obtain and maintain appropriate parent/guardian permission and youth volunteer liability waivers for each minor participating in the volunteer activity.

The Sponsoring Organization/Group is responsible for ensuring that each participating minor has appropriate authorization to participate and that any relevant medical, emergency contact, or other information required for safe participation has been collected.

Upon request, the Sponsoring Organization/Group will confirm that all participating youth have completed the required permission and waiver process.

The Sponsoring Organization/Group is responsible for maintaining appropriate emergency contact information and relevant medical information for the youth participants in its care.

If a youth participant becomes ill or injured, the Sponsoring Organization/Group and its chaperones will assist FirstPres in responding to the situation. The Sponsoring Organization/Group will be responsible for contacting the appropriate parent, guardian, or emergency contact. FirstPres may seek emergency medical assistance when reasonably necessary and permitted by applicable law.

The Sponsoring Organization/Group agrees to ensure that youth participants and chaperones treat FirstPres staff, volunteers, guests, clients, and community members with dignity and respect.

Youth participants and chaperones must comply with applicable FirstPres policies regarding:

• Appropriate conduct;
• Harassment, bullying, and discrimination;
• Physical and personal boundaries;
• Confidentiality and privacy;
• Photography, recording, and social media;
• Use of facilities and equipment; and
• Safety and emergency procedures.

FirstPres may ask a youth participant or chaperone to discontinue participation if their conduct presents a safety concern or is inconsistent with Host Organization policies.

The Sponsoring Organization/Group acknowledges that youth participants and chaperones may encounter private or confidential information while volunteering.

The Sponsoring Organization/Group agrees to instruct its participants and chaperones not to disclose, photograph, record, or share confidential or private information about individuals served by FirstPres.

The Sponsoring Organization/Group agrees to promptly notify FirstPres of any significant incident involving a youth participant or chaperone during the volunteer activity, including:

• Injury or medical emergency;
• Missing or unsupervised youth;
• Threatening or violent behavior;
• Suspected abuse or neglect;
• Significant property damage; or
• Other circumstances that may affect the safety of participants or others.

Nothing in this agreement limits any mandatory reporting obligation imposed by law.

The Sponsoring Organization/Group acknowledges responsibility for its own organizational policies, personnel, volunteers, and participants. The Sponsoring Organization/Group represents that it will maintain any insurance coverage required by its own organization, governing body, or applicable law. If requested, the Sponsoring Organization/Group agrees to provide evidence of applicable insurance coverage or other documentation reasonably required by the Host Organization before participating.

The parties acknowledge that this agreement is intended to establish their respective responsibilities and is not intended to waive or release any claim or liability that cannot legally be waived or released.

To the fullest extent permitted by applicable law, the Sponsoring Organization/Group accepts responsibility for the supervision and conduct of the youth participants and adult chaperones it brings to the volunteer activity.

FirstPres reserves the right to discontinue a volunteer activity or ask the Sponsoring Organization/Group to remove a participant or chaperone when reasonably necessary for safety, conduct, operational, or other legitimate organizational reasons.

In such circumstances, the Sponsoring Organization/Group remains responsible for ensuring that the affected youth participant is appropriately supervised and transported from the site.

By signing below, the Sponsoring Organization/Group acknowledges that it has read and understands this agreement and accepts responsibility for providing appropriate supervision of the youth participants it brings to volunteer.

The Sponsoring Organization/Group agrees to communicate these expectations to all participating youth and adult chaperones.