Definition of Chaperone Duties:
Each rally team that includes competitors under the age of majority (minors) must have a designated “Official Team Chaperone.” In the situation of scramble teams the official team chaperone(s) will be appointed by the rally organizers and will be so noted as such. The role of this person is to give the organizers a responsible adult to contact for any needs and to give the team members a contact to assist them as may be indicated and allowed.

Hours for Tour of Duty are:
The official team chaperone is responsible for team members during the hours of competition and on competition grounds only (from arrival on grounds until departing competition grounds at beginning and end of each day of competition).

Transportation, Driving and Lodging:
Decisions to allow a competitor to drive or not, who they can or cannot ride with, who they can or cannot have in a vehicle that they are driving, where they stay at night and with whom they stay, and who is to be responsible for a competitor are all decisions that must be made by the parent/legal guardian. These decisions are not the decision of USPC, LSR or the designated chaperone (unless they are the parent/legal guardian of the competitor). Specific arrangements must be made by and between the parent/legal guardian and the adult assuming any of these responsibilities in the absence of the parent/guardian.

Helping Your Team to Succeed:
Initiate contact with all team members prior to leaving for the competition, and gather cell phone numbers as appropriate. All team information can be found in the details sent out by the rally organizer.
Encourage the team to have meetings prior to leaving for competition. Be sure all members of a scramble team are included in the decision-making process. Discuss team equipment, review all rules that apply and any decisions regarding snacks, drinks, plans for meals, etc. Determine how the team members plan to provide snacks and drinks (i.e., each team member contribute a sum of money to a pot or each member is assigned specific items to bring). If each is contributing money, it must be collected before the competition. Be sure you know who is bringing cooler(s).
Plan arrival time at the competition site and any details such as arrangements for ordering bedding, if needed, and who is assigned to do this (again collect money in advance if needed).
On the first day of the competition, gather the team together before they separate for the night and make plans for the next day. Include a review of their competition schedule and how they can best work together to help each other prepare for turnout inspections.
Determine a regular meeting place and plan to have a scheduled discussion session at the end of each day of competition. Take this opportunity to offer words of praise, acknowledge their accomplishments and encourage the sense of teamwork and team building. Guide the team towards constructive criticism and steer them away from finger pointing. Have the team make plans for the next day concerning time they will arrive on the competition grounds, who will feed horses the next morning, who will re-supply the tack room cooler with ice, drinks and snacks (get requests for drinks/ snacks) and make the plans for lunch. Be sure any plans for cooler and/or lunch delivery follow any requirements as stated in the rally information or communicated during competition briefings. Have the team leave with a plan for the next day in place before they go off for an evening of relaxation.

Chaperone Duties Shall Include:
The primary function of the “Official Team Chaperone" is to ensure that there is a contact person for each team or individual present and on grounds for the duration of the competition. Team chaperones must be available to officials and team members at all times.

1. Have copy of and be familiar with the rules for the discipline rulebook, the current edition of the Horse Management Handbook and Rules for Rallies, and the USPC Guidebook to Championships. Rulebooks can be downloaded from the Rulebook webpage.

2. Uphold USPC Policy 0500 Drug/Alcohol/Tobacco. Chaperones must refrain from using alcohol or other substances when they are serving in their official capacity as team chaperone. Refer to USPC Policy webpage for full policy statement.

3. Be present and available to officials and all team members for the duration of the competition.

4. Delegate duties of the team chaperone to another responsible adult if for any reason you should have to leave the competition grounds during the hours of competition making it clear that they are to respond to officials and any team members in your absences.

5. Be sure to have a means of contacting parents or designated responsible person for all team members in the event that you should need to contact them during the hours that you are responsible for those team members (hours of competition).

6. Have a means of contacting all team members and the parent or responsible person for those hours after competition and when not on competition grounds (evening/ nights).

7. Administration of medications is the sole responsibility of the parent/guardian.

8. Be familiar with the effects of heat and humidity and the potential risk for heat related illness. Take an active role in helping to keep all team members well hydrated; the importance of hydration cannot be overstated! Take every opportunity to encourage water breaks. Refer to the Uniform Officiation Rules, Section I of all rulebooks, and visit the Pony Club website Heat Illness page for more information and access to the CDC Training on Heat Illness.

9. The regional supervisors and discipline secretaries will determine the “Official Team Chaperone.”

10. Be aware that USPC members are required to wear a current, up-to-date USPC medical card/bracelet on their arm at all USPC activities.