Our Policies & Procedures

Participant Eligibility Policy

IRVSRA programming is open to every person with an intellectual disability regardless of geographical location of residence, though some fee discounts and scholarship eligibility may apply. Individuals must be at least seven years of age to participate; some other age restrictions may apply but will be noted separately in the activity write up. There is no maximum age limit for participation with IRVSRA.

Program registration fee must be paid in full by the specified activity registration deadline to secure registration. Payment plans may be possible upon request when not automatically offered with in the default payment options. IRVSRA participants participating in our Special Olympic Sports programming must have valid Special Olympics Illinois Medical and Consent Release Forms on file. All athletes must be able to adhere to all Special Olympics Illinois code of conduct, policies, and procedures. IRVSRA may NOT exclude or isolate from participation in any program or activity someone who is known to be a carrier of a blood-borne contagious infection or virus, or otherwise discriminate against such athletes solely because of that medical condition.

Equal Access.   No participant on the basis of his or her actual or perceived race, color, religion, national origin, ancestry, age, sex, marital status, order of protection status, disability, military status, sexual orientation, pregnancy, or unfavorable discharge from military service will  be denied equal access to IRVSRA’s programs, activities, services or benefits or be limited in the exercise of any right, privilege, advantage or opportunity

Code of Conduct

Intake Evaluation: Each new participant is subject to be evaluated on their own merit and discussed fully with guardians/parents to ensure the participant’s success and safety during IRVSRA participation. If of school age, a Teacher’s referral letter, email, or phone call is much appreciated and can expedite the evaluation process. Intake Evaluations are manditory for all new day campers.

Behavior: Participants are expected to exhibit appropriate behavior at all times. Participants cannot be a threat to others or themselves. Their behavior must be manageable. The following guidelines have been developed to make IRVSRA programs safe and enjoyable for all participants. All IRVSRA participates participating in IRVSRA Special Olympic sport programs are subject to following the Special Olympic Illinois (SOILL) Athlete Code of Conduct in addition to the IRVSRA Code of Conduct. Additional rules may be developed for particular programs as deemed necessary by staff.

Participants Shall: Show respect to all participants and staff. Refrain from using foul language. Refrain from using recreational drugs, alcohol, and tobacco while participating in a program activity. Refrain from causing bodily harm to, or threatening other participants, themselves, or staff. Show respect for equipment, supplies and facilities.

Unmanageable Physical Behavior: Participants with behavior or conduct that requires restraining to ensure safety to themselves or others will be deemed unmanageable and will be quickly removed from participation. This includes willful elopement from the group and staff, regardless of speed. Staff will not, cannot, restrain participants. Any “hold” or “carry” can be considered a restraint.

Discipline

Warning: A positive approach will be used on the first offense, usually a verbal redirection or reminder of the code of conduct. Upon further offenses, parents/guardians will be made aware via incident report and IRVSRA reserves the right to dismiss a participant immediately from the event, program, sport, or activity as well as take disciplinary action on future participation for a designated amount of time via probation, suspension, or expulsion.

Probation: A flexible, but defined period of time, which may contain temporary participation restrictions in an activity, during which the probationer must demonstrate the corrective behavior required. A mandatory one-on-one or aide is required at the participant’s expense, and no overnight programming will be allowed. IRVSRA reserves the right, but not the obligation, to waive the mandatory aide if deemed unnecessary by staff.

Suspension: A temporary period of time during which a person is barred from participation in IRVSRA programming.

Expulsion: Permanent dismissal from IRVSRA programming. Decision to be made by the Board of Directors (or Executive Committee) and notification to be given by the Board President of IRVSRA. In some scenarios, IRVSRA may notify nearby Special Recreation Associations and/or Special Olympics Illinois of participant’s expulsion from IRVSRA.

CRIMINAL OR DANGEROUS BEHAVIOR

1. No participant shall engage in behavior that constitutes a threat to the safety or property of IRVSRA participants, staff, volunteers or event attendees. A violation of this policy shall, depending on the severity of the threat, subject the participant to probation, suspension or expulsion.

2. A participant shall be presumed to be a threat to the safety of IRVSRA participants, staff, volunteers or event attendees, and thus subject to suspension or expulsion, if the participant has, anytime during the previous five years, been convicted of a crime involving physical or sexual violence, or threat of physical or sexual violence, against another, including, but not limited to, assault, aggravated assault, battery, aggravated battery, domestic battery, robbery, reckless homicide or intentional homicide.

3. A participant subject to conditions of bail, probation, conditional discharge or parole, or a participant who is subject to an order of protection issued pursuant to the Illinois Domestic Violence Act of 1986, Article 112A of the Code of Criminal Procedure of 1963, the Stalking No Contact Order Act, or the Civil No Contact Order Act, or an order of protection issued by a court of another state, shall inform IRVSRA immediately of said fact, if the terms of such court order(s) or conditions limit the participant’s right to be present at IRVSRA programs and activities, or limit the participant’s right to be in the vicinity of any IRVSRA participants, staff, volunteers or event attendees.

4. A participant listed on a state sex offender registry shall be expelled from IRVSRA and not return.

Staffing Ratios

Community based special events and Day Camps have a targeted ratio of 1 staff to 4 participants. In house programs (taking place in or at a park owned facility) have a targeted ratio of 1 staff to 10 participants. Participates must behave appropriately under this ratio. If a participant requires special consideration and staffing ratios outside of the above-mentioned ratios, due to disabilities, see ‘Inclusion Services’ If a participant fails to participate appropriately outside of the above-mentioned ratios, due to behaviors within their control, please see ‘Code of Conduct’.

Electronics & Personal Items

Use of personal electronics on IRVSRA events is permissible at the risk of the owner. IRVSRA can not be held responsible for lost, broken, or stolen electronics or any other personal items such as wallets, purses, coats, money, etc. Day Camp will have a separate ‘Electronic Usage’ form to fill out expressing the parental/guardian approval of the individual camper bringing and using personal electronics during designated ‘Free Time’.

Shuttle Bus / Transportation

When transportation is available, a shuttle bus picks up registered participants at the IRVSRA Rec. Center or FDL Admin. Building, goes to the event, then back after the event approx. 30 to 45 mins before & after the event times advertised. Indicate your intent to use the shuttle upon registration. Final shuttle times may vary and will be emailed to all registered participants 2-3 days before the event takes place.

Please be on time for Pickup (time the bus picks up your participant) and Drop-Off (time the bus returns ending the event). The shuttle time emailed to registrants a few days before are the times that the bus leaves and arrives on location, so please be there a few minutes before. The event has a schedule to keep and must run on time. The bus will not wait. If you are late you may be subject to having to meet the bus at its next destination on the schedule.

Inclusion Services

IRVSRA is pleased to comply with the Americans with Disabilities Act (ADA) regulations to make reasonable accommodations for participation, made on an individual basis. We will provide reasonable accommodations to all participants; as needed, as long as our IRVSRA is notified with in 2 weeks of the event start date. Time to prepare for those accommodations is required. Participants requiring 1-on-1 services must notify SRA at the time of registration and a minimum of 4 weeks prior to the start of the program date so we can make sure to have the appropriate required staff. 1-on-1 requests and notifications must be made via the 'inclusion request form' found on the www.irvsra.org website under ‘forms’. Budgetary concerns will be reviewed at the time of request, as IRVSRA reserves the right to deny a 1-on-1, due to staffing shortage and/or if it will create a budgetary hardship.

Examples of accommodations we will provide include:
- Allowing service animals in programs
- Avoiding or providing certain foods/drinks due to allergies or dietary health concerns (ie: peanuts, sugar free, lactose)
- Changing the rules of games/activities - as longs as it does not fundamentally alter the purpose of the game/activity
- Moving the program/activity from a non-accessible location to an accessible location
- Providing accessible shuttle transportation with in a program (dependent on availability)
- Providing sight and hearing aides, interpreters, or devices
- Providing additional staff and/or increasing ratios
- Oral and Topical Medication Assistance with “medication waiver” on file


Services we do not provide include those that are personal in nature such as:
- Toileting (we do offer reminders & verbal cues to the participant if need be)
- Diapers or changing of clothes
- Feeding
- Invasive services such as:
--- Suppositories
--- Catheterization
--- g-tube feeding
--- Injection
--- Epipen Auto-Injectors are excluded (See Invasive Medication)**


However, if a person requires such a service that we can not provide, they are still able to participate and bring with them a personal care attendant at no additional charge other than direct costs we may have to cover for special events (ie: sporting event tickets, movie tickets, restaurant food charges, etc.)

Medication, Drugs, Alcohol, Tobacco

Oral Medications
Dr. prescribed (oral) medications may be self or staff administered during events, programs, or day camps. We require notification and permission in the form of a “medication waiver” filled out and signed before the program’s start date. Day Campers will be issued a “medication waiver” at the time of registration. All other registrations will need to request a “medication waiver” from the office or download one from the website under ‘forms’.

Invasive Medications
Dr. prescribed (invasive or subdermal) medications may only be self administered during events, programs, or day camps. We require notification in the form of a “medication waiver” filled out and signed before the program’s start date. IRVSRA can help monitor or measure, if needed, but can and will not administer the medication. Day Campers will be issued a “medication waiver” at the time of registration. All other registrations will need to request a “medication waiver” from the office or download one from the website under ‘forms’. **Epinephrine injection devices such as an Epipen Auto-Injector will be administered in the event of a very serious allergic reaction in conjunction with a current PRN “medication waiver” on file.

Alcohol. Tobacco & Cannabis
All IRVSRA events/programs are alcohol, tobacco and cannabis free. There is no substance use while participants are in our direct care. Special Olympics Illinois also has a similar policy for its athletes. There is no alcohol/tobacco usage allowed at SOILL sanctioned events, practices, or tournaments. 

Refund Policy

Full Refunds:
A pre-registered participant must contact the IRVSRA office via phone or email requesting to drop from the program prior to that program’s registration deadline to receive a full refund. Programs and activities with an unspecified deadline will have a deadline of 11:59pm on the Thursday prior to the event date.

Partial Refunds:
A case by case basis - If a program is dropped past the registration deadline but prior to the event, IRVSRA has the right, but no obligation, to issue a partial refund of the registration fee minus the direct costs already accumulated due to planning for said participants’ anticipated presence (ie: tickets, staffing ratios, supplies).

No Refunds:
Refunds will NOT be issued for ‘no-shows’. Forgetting to attend does not constitute a drop for refund. We will take partial refunds into consideration due to illness with a Dr’s Note or extreme family hardships such as death.

Refund Methods:
All refunds will be issued in the form of credits to the individual’s account to be used at a later date, unless otherwise directly requested. Other methods requestable are: Check or return to Credit/Debit Card. Cash refunds will not be issued under any circumstance.

Cancellation Notifications

Email:All registered participants will receive an email notification.
RainoutLine:Call 309-226-4060 ext. 37# to hear latest closings or delays.
Facebook:Our Facebook page posts will reflect any updates and changes.

INCLUSIVE PARK PROGRAMS

IRVSRA recognizes that every individual with special needs and abilities does not always require a IRVSRA program. IRVSRA also can provide inclusion assistance with staffing and instructor needs outside of the standard ratio policies for any park program at Pekin and Fon du Lac Park Districts. IRVSRA staff can contact the appropriate Pekin Park or Fon du Lac Park District recreation department staff or you may have the recreation department contact IRVSRA. IRVSRA will work with the program’s manager to make reasonable accommodations to assure the participant has a smooth transition if they wish to be integrated into a standard recreation department program. For more information about our multi park inclusion services contact us at the IRVSRA Rec. Center during business hours. 309.201.4005