CODE OF CONDUCT
Doing things right is one of our most important values at The Cadets. Not only does it mean that we provide a world class
experience, we are dedicated to our members learning to cooperate, learning to set goals, and learning what it takes to be a success.
Participation with The Cadets means making a commitment to uphold our organization’s values in the code of conduct outlined in this document. This Code of Conduct applies to all employees, officers, directors, volunteers, corps members, contractors, vendors and alumni.
- I will treat everyone with respect, dignity, patience, integrity and consideration. I will be fair, professional, and honest.
- I will encourage participation of and respect for individuals of diverse backgrounds, cultures, and perspectives, and treat everyone equally.
- I will maintain a high standard of moral and ethical conduct that includes self-control and responsible behavior. I will be a positive role model.
- I will respect the property of hotels, educational institutions, dormitories, dining facilities, stadiums, and all other venues.
- I will ensure that The Cadets is a positive experience for corps members, employees, contractors, volunteers, and alumni and will work to provide the highest quality programs and events possible.
- I will provide for the general welfare, health, and safety of corps members, employees, contractors, volunteers, and alumni during the course of my assigned duties.
- I will abide by all The Cadets policies, rules, standards and guidelines.
- I will obey all local, state, and federal laws.
- I will refrain from the use of all alcohol, tobacco, nicotine, marijuana and related products while serving The Cadets, particularly while in the presence of youth or while representing The Cadets publicly.
- I will refrain from the use of profane, demeaning, and derogatory language.
- I will refrain from any form of verbal, sexual, physical, and emotional abuse or harassment towards corps members, employees, contractors, volunteers, and alumni.
- I will not engage in any demeaning, disrespectful, or defamatory conduct with respect to The Cadets and its corps members, employees, contractors, volunteers, and alumni, including, but not limited to, demeaning, disrespectful, or defamatory conduct by email, social media, or on the internet.
- I understand that I am only authorized to represent The Cadets as permitted by my position.
- I will perform all duties and responsibilities for The Cadets in a timely and professional manner.
- As a supervisor, manager or leader, I will refrain from personal, romantic relationships with subordinates or those individuals under my chain of command.
I understand that the Code of Conduct applies throughout the year and failure to adhere to any or all parts of this code may result in suspension from my duties and/or termination of my relationship with The Cadets.
REPORTING CODE OF CONDUCT VIOLATIONS
If you have a reasonable belief that you or any other person has violated any part of the above policy or has been the victim of harassment or discrimination, you must report the conduct to management promptly, so that, whenever possible, any problem can be remedied at the earliest opportunity. You may, as you believe appropriate under the circumstances, report incidents directly to: your supervisor or manager
- your supervisor’s or manager’s higher up
- a human resources representative
- Chief Operating Officer
- Chief Executive Officer
- Any member of The Cadets Board of Directors
You are not required to first report the incident to your supervisor or manager; you may bypass the chain of command and choose from the above listed positions. Complaints are not required to be in any particular format and may be oral or written.
All reports of such conduct will be investigated promptly by the supervisor/manager or individual designated by The Cadets, and will be handled as confidentially as possible, consistent with doing a thorough and complete investigation. Both the complainant and the alleged violator will be interviewed, as well as any witnesses. All The Cadets representatives must cooperate with the investigation. Depending on the complexities of the investigation, all parties involved should be informed of the status of the complaint as promptly as possible, consistent with conducting a thorough investigation. After the investigation, all facts will be presented to and reviewed by the appropriate parties and decision-makers, and appropriate corrective action will be taken. Persons who are found to have violated this policy are subject to disciplinary measures, up to and including termination of their association with The Cadets. Such violations can also result in personal legal and financial liability.
The Cadets will make every effort to maintain the confidentiality of the complainant, the accused, and the witnesses to the extent possible under the circumstances. The Cadets Cannot promise absolute confidentiality, but pledges to conduct the investigation maintaining confidentiality on a need-to-know basis. Only those who must know about the complaint and the identity of the complainant will be made aware of and have access to such information.
If management finds that the above policy has been violated, proper disciplinary action will be taken. Such actions include, but are not limited to verbal/written reprimand, suspension, and dismissal. The seriousness of the violation, the existence and nature of conduct complaints and/or policy breaches, and the wishes of the accuser, as well as other considerations, will be taken into account when determining disciplinary action. Retaliation against any party involved – the accused, accuser, witnesses, and investigators– will not be tolerated. Persons who violate The Cadets no-retaliation policy will be disciplined or terminated from their association with The Cadets.
BACKGROUND CHECK POLICY
All employees, contractors, and volunteers of The Cadets who stay overnight at camp or on tour must have background checks completed.
All employees and contractors with The Cadets are required to undergo a background check before being hired as an employee or retained as a contractor. Any background check that is not completely clear when reviewed by the assigned staff person, must be reviewed by the Chief Operating Officer, Justin Moore at firstname.lastname@example.org, so a determination can be made regarding the involvement of that individual.
Background checks must be conducted annually.
The following background check clearances are required by the Commonwealth of Pennsylvania and by The Cadets:
Pennsylvania State Police Criminal History Report
Pennsylvania Division of Human Services Child Abuse History Report
FBI Nationwide Criminal History Report
The following employees, contractors and volunteers are required to submit to the following background checks:
The Cadets employees: PA State Police Criminal History Report, PA Division of Human Services Child Abuse History Report, FBI Nationwide Criminal History Report. International employees must provide a home country national background check clearance.
The Cadets contractors: PA State Police Criminal History Report, PA Division of Human Services Child Abuse History Report, FBI Nationwide Criminal History Report as well as current state of residence Criminal History Report and Child Abuse History Report.
The Cadets volunteers who stay overnight at camp or on tour: PA State Police Criminal History Report, PA Division of Human Services Child Abuse History Report, FBI Nationwide Criminal History Report as well as current state of residence Criminal History Report and Child Abuse History Report. International volunteers must provide a home country national background check clearance.
The Cadets Day or partial day volunteers: background checks not required since these people are not responsible for supervising youth and are not in direct contact with them.
Background checks are not conducted on any youth participants of The Cadets such as corps members, since this is the population The Cadets serves, and background checks on these individuals are not required by the Commonwealth of Pennsylvania.
Background checks are at the expense of The Cadets for employees and contractors. Volunteers are asked to cover the cost of their background checks.
The Chief Operating Officer shall have the right to allow, reject, or limit an employee, independent contractor, or volunteer based on the information obtained from the background investigation.
A person will be disqualified from employment or work as a contractor or volunteer for The Cadets based on the following:
- A felony or misdemeanor conviction of any violent crime within the past 10 years.
- Felony or misdemeanor conviction of any sex-based crime.
- Felony conviction of any non-violent crime or drug-related crime within the past 10 years.
Any reported convictions that fall outside the scope of the categories identified above shall be evaluated by the Chief Operating Officer on a case-by-case basis.
An employee, independent contractor, or volunteer who has had their participation rejected may appeal the decision with The Cadets Board of Directors.
If you are a staff member, please contact Michele Teevan, Operations Manager at email@example.com to start your Background Check.
If you are a volunteer, please follow the link below to complete your Background Check.
CONFLICT OF INTEREST POLICY
The high level of public support and respect that The Cadets enjoys results not only from the recognition of its mission, but from the high degree of integrity, objectivity and professionalism of The Cadets employees, contractors and volunteers. The purpose of this policy is to establish a standard of conduct to ensure that personnel at The Cadets act in the best interests of The Cadets and its members, in pursuing this goal, maintain standards relating to conflict of interest.
These standards are intended to enhance public confidence in the integrity of The Cadets and its personnel. The Cadets benefits from the expertise of individuals with a multiplicity of interests; however, those interests must not conflict with the interests of The Cadets nor impair public support and respect necessary for the operation of The Cadets.
In addition to the forgoing, employees, contractors and volunteers in all their endeavors are to remain cognizant of the fundamental principles of The Cadets of neutrality and impartiality.
This policy applies to all employees, contractors and volunteers of The Cadets.
Conflict of Interest
A situation where an individual, or the organization he/she represents or has an interest in, has a direct or indirect competing interest with The Cadets activities. This competing interest may result in the individual being in a position to benefit from the situation or in The Cadets not being able to achieve a result in the best interest of The Cadets.
A conflict may arise where an individual is a party to a contract with The Cadets or has an interest in an enterprise, or is related to a person who is party to such a contract; or where an individual receives payment by The Cadets for services rendered to The Cadets other than reimbursement for reasonable out-of-pocket expenses measured according to The Cadets policies on expense reimbursement.
Conflict of interest for The Cadets also includes conduct which is not in keeping with The Cadets mission. In particular, the principles of neutrality and impartiality cannot be compromised.
Conflict of interest includes, but is not limited to situations
Where an employee, contractor or volunteer’s private and/or business affairs or financial interests are in conflict with their work duties, responsibilities and obligations, or result in a public perception that conflict exists
Which could impair the employee, contractor or volunteer’s ability to act in the public interest or organizational interest
Where the actions of an employee, contractor or volunteer would compromise or undermine the trust that the public places in The Cadets
Conflict of Interest Agreement
Before or upon assuming their official duties, employees, contractors and volunteers shall sign a document certifying that
they have read and agree to abide by these standards.
All employees, contractors and volunteers shall immediately disclose to their supervisor/manager, in writing, any business commercial or financial interest where such interest might be construed as being in real, potential or apparent conflict with their official duties.
Performance of Duties
An employee, contractor or volunteer will not vote on, or participate in, any discussion about a resolution to approve a contract in which he/she has an interest, nor will an employee, contractor or volunteer approve an/or sign off on such circumstances.
In the performance of their duties, employees, contractors and volunteers must not:
Place themselves in a position of obligation to persons who might benefit or appear to benefit form special consideration with respect to The Cadets business
Have a monetary interest that would conflict with the discharge of the duties owed to The Cadets
Disclose, discuss, use, take advantage of, benefit or appear to benefit from the use of information not generally
available to the public and which has been acquired during their official duties of The Cadets
Communicate with any level of government, or with any elected or appointed government official in relation to the
business of The Cadets, unless they have specific authorization from The Cadets
Assist private entities or persons in their dealings with The Cadets where this could result in preferential treatment to
Directly or indirectly use, or allow the use of The Cadets property or information for anything other than officially
Staff members may engage in remunerative employment with another employer, volunteer activity, carry on a business, or receive remuneration from public funds for activities outside their position provided that:
It does not interfere with the performance of their duties
It does not bring THE CADETS into disrepute
They do not have an advantage derived from their employment as an employee of The Cadets
It is not performed in such a way as to appear to be an official act or to represent the organization’s public
positions or policies, including The Cadets mission
It does not involve the use of The Cadets premises, services, equipment or supplies to which the staff member has
access by virtue of their employment, unless official authorization is secured
It does not conflict with or compete with The Cadets business
Note: You are strongly encouraged to obtain written approval from your supervisor before participating in outside work activities. The Cadets will usually grant approval unless the activity conflicts with the Organization's interests.
Staff, contractors and volunteers must avoid the appearance of favoritism in all of their dealings on behalf of The Cadets and not accept personal gifts from those doing business or seeking to do business with The Cadets.
Staff and volunteers must not commit The Cadets to any unauthorized expenditure or other liability and must ensure that all commitments are approved in accordance with the appropriate by-laws, regulations and policies including all appropriate consultations and approvals.
Staff and volunteers in leadership roles will not perform fee for service responsibilities for The Cadets in addition to their responsibilities as an employee or leadership volunteer of The Cadets. Nor will employees sell goods to The Cadets, unless by specific approval of the Chief Executive Officer.
Breach of Conflict of Interest
Employees, contractors and volunteers are required to consult with their supervisor/manager whenever they have any question as to whether a particular circumstance may place them in a conflict of interest.
Persons who fail to comply with these standards during the course of their employment or duties will be subject to such appropriate measures as may be determined by The Cadets including dismissal from employment or duties.
Persons who fail to comply with these standards following separation from The Cadets hereby acknowledge that the disclosure of confidential information will result in irreparable harm to The Cadets and that The Cadets shall have the right to enforce its lawful rights and remedies against any offending person.
Reservation of Rights
Where an individual fails to disclose a conflict or an interest according to this policy, The Cadets reserves the rights it may have to deal with the contract, conflict and individual involved.
Human Resources is responsible for advising stakeholders, maintaining, monitoring, and revising this policy; and for authorizing exceptions. Members of the The Cadets Management Team are responsible for applying and implementing this policy in each of their respective area.
MANDATORY REPORTING POLICY
Policy for Mandatory Reporting of Child Abuse, Sexual Abuse, and Threats
The core of The Cadets mission is the provision of services to youth. With this comes the responsibility of providing a safe environment for the young people who participate in our programs. That responsibility includes reporting suspected abuse, as well as threats of harm or danger to self or others. All 50 states have passed some form of a mandatory child abuse and neglect reporting law to qualify for funding under the Child Abuse Prevention and Treatment Act (“CAPTA”). These laws generally define “mandatory reporters” to include educators and persons who work in youth programs. Many states require “any person” who is aware of or who observes suspected abuse to report. The Cadets mandates the reporting of any reasonable, good faith suspicion of child abuse of any nature, and any threats of danger to self or others, including terroristic threats, to the appropriate authorities.
Any employee, contractor, or volunteer of The Cadets who works in direct contact with youth is considered a mandatory reporter of child abuse, and has the responsibility to immediately report any suspected abuse of a child under the age of 18 to PA Child Protective Services. This report is to be made by contacting ChildLine, either electronically at compass.state.pa.us/cwis/public/home or by calling 1-800-932-0313. The report shall remain confidential to the extent mandated by the appropriate state law.
More information can be found at Keep Kids Safe PA Home - keepkidssafe.pa.gov. Additionally, the state by state reporting hotline numbers may be found atcapsli.org/hotlines.php for abuse that takes place in another state jurisdiction. Other helpful sites are darkness2light.org/GetHelp/reporting.asp.
Staff, contractors, and volunteers who become aware of suspected child abuse are required to submit a written report (see attached format) to the appropriate local child protective agency and/or law enforcement and The Cadets Chief Operating Officer, Justin Moore at firstname.lastname@example.org. Once the appropriate authorities have been notified, all employees, contractors, and volunteers of The Cadets are required to follow the direction of the authorities with respect to all investigation and communication procedures, including notifying any family members of the suspected or alleged abuse.
There are no private or privileged communications between staff, contractors, volunteers, and minors under age 18 when such communications concern child abuse, sexual abuse or neglect; or a child presents a risk of danger to self or others.
Threats of danger to self or others includes, but is not limited to, threats of suicide, observed inability or unwillingness to protect oneself from known risks, statements of intent to inflict harm on another or others, observed actual or attempted harm to another, etc. CAPTA mandates "minimum definitions" for child abuse and sexual abuse.
Sexual abuse is defined as employment, use persuasion, inducement, enticement, or coercion of a child to engage in,
or assist any other person to engage in, any sexually explicit conduct or any simulation of such conduct for the purpose of producing any visual depiction of such conduct; or rape, and in cases of caretaker or inter-familial relationships, statutory molestation, prostitution, or other form of sexual exploitation of children or incest with children.
The threshold or level of knowledge that triggers the duty to report varies from state to state. The level ranges from a mere “reasonable cause to believe” or a “reasonable suspicion” to requiring the reporter to “know or suspect,” a higher level of knowledge.
Immunity from Civil Liability or Criminal Prosecution
Any person who reports suspected child abuse in “good faith” is immune from criminal and civil liability as a result of such action.
Penalty for Failure to Report
Failure to adhere to these guidelines shall be cause for discipline which may include termination of employment and dismissal from participation in any of The Cadets activities, programs and events. Such failure may also result in criminal or civil charges and penalties.
For Guidance or Assistance
If you are unclear about your reporting responsibilities or are in need of guidance or assistance, contact The Cadets Chief Operating Officer (Justin Moore | email@example.com) and the local reporting agency for more information.
This policy governs the publication of and commentary on social media by representatives of The Cadets. For the purposes of this policy, Social Media refers to any facility for online publication and commentary, including, without limitation, blogs, wikis and social networking sites such as Facebook, Twitter, Snapchat, Tumblr, YouTube, Pinterest, Instagram, SoundCloud, Flickr and LinkedIn. This policy is in addition to and complements any existing or future policies regarding the use of technology, computers, e-mail and the Internet.
Representatives refers to employees, contractors, volunteers, members, and any others who the public may perceive to be representatives of the organization.
Conduct on Personal Social Media Accounts
The Cadets representatives are free to publish or comment via social media in accordance with this policy. The Cadets representatives are subject to this policy to the extent that they identify themselves as a representative of the organization.
Publication and commentary on social media carries similar obligations to any other kind of publication or commentary. All uses of social media must follow the same ethical standards that The Cadets representatives must otherwise follow, including those documented in The Cadets Code of Conduct.
Keep Confidential Information Confidential
Representatives are permitted to discuss their work and have a dialog with the community, but it is not permissible to publish confidential information. Confidential information includes but is not limited to unpublished details about The Cadets current and future projects, products, and programs; including, but not limited to, special announcements and elements of show designs, financial information, lawsuits, research, trade secrets (as The Cadets must remain mindful of the competitiveness of its industry), or any other information deemed and communicated as inappropriate to share with the general public.
Respect The Law
It is critical that you show proper respect for the laws governing copyright and fair use or fair dealing of copyrighted material owned by others, including The Cadets own copyrights and brands. Always attribute such work to the original author/source. It is good general practice to link to others' work rather than to reproduce it.
Be sure to obey all laws and regulations governing the creation, posting, sharing, or distribution of explicit content as well as cyberbullying/harassment. The Cadets does not tolerate cyberbullying/harassment in any form.
Respect Your Audience, Our Non-Profit, and Your Colleagues
The general public, as well as The Cadets representatives and customers, reflect a diverse set of customs, values, and points of view. Do not publish any words, photographs, or recordings that contradict or conflict with The Cadets website and values. Be yourself, but do so respectfully. The Cadets will not tolerate ethnic slurs, offensive comments, defamatory comments, personal insults and obscenity. Additionally, proper consideration must be paid to privacy and topics that may be considered objectionable or inflammatory, such as politics and religion. Use your best judgment and be sure to make it clear that the views and opinions expressed are yours alone and do not represent the official views of The Cadets.
Protect The Cadets Customers, Business Partners, and Suppliers
Customers, partners, and suppliers should not be cited or obviously referenced without their approval. Never identify a customer, partner, or supplier by name without permission, and never discuss confidential details of customer engagement. It is acceptable to discuss general information about kinds of projects and to use non-identifying pseudonyms for a
customer (e.g., Customer 123) so long as the information provided does not violate any non-disclosure agreements that may be in place with the customer or make it easy for someone to identify the customer.
If you see misrepresentations of The Cadets in the media, you may point that out, but always do so with respect and with the facts. If you speak about others, make sure what you say is factual and that it does not disparage that party. Alternatively, you may report the misrepresentation to The Cadets Marketing Manager to address.
Consider The Consequences
Consider what might happen if an employee of The Cadets is in a meeting with a customer or prospect, and someone on the customer's side pulls out a print-out of your blog and says, "This representative of The Cadets says that product is terrible."
Once again, it's all about judgment: Using your blog to trash or embarrass The Cadets, our customers or partners, or your colleagues is ill-advised and may be subject to discipline in accordance with the Code of Conduct.
Many social media users include a prominent disclaimer identifying their employer and stating that they do not speak for the company officially. This is good practice and is encouraged, but do not count on it to avoid trouble, as it may not have much legal effect.
Policy violations will be subject to disciplinary action, up to and including termination for cause.
If in doubt over a post, or if something does not feel quite right, ask someone else to look at it first before posting. When in doubt, don’t post!
The Cadets Social Media Accounts
This section refers to all official current, former, and future social media channels of The Cadets, including, but not limited to, The Cadets, Cadets2, Cadets Winter Guard, and Cadets Winter Percussion accounts on Facebook, Twitter, Snapchat, Tumblr, YouTube, Pinterest, Instagram, SoundCloud and Flickr.
Setting up Social Media Accounts
Permission and assistance in setting up social media accounts and their settings must be obtained from The Cadets Marketing Department or Chief Operating Officer. All accounts and sub-accounts on any platform must first be submitted for approval to the Marketing Manager or Chief Operating Officer. In order to get your Cadets-branded account or sub-account approved you must adhere to the following:
- All login information, including username and password, must be shared with the Marketing Manager. This includes any password changes.
- A designated person of contact must be named for the account and any contact changes must be reported to the Marketing Manager.
- All social media policies must be followed. All Cadets-branded accounts will be constantly monitored.
- A staff member of The Cadets must be one of the account administrators.
Each of The Cadets social media accounts should be managed with professionalism and the intent to extend excellent customer service to the public. Representatives who are granted the ability to post in the name of The Cadets or its constituents on social media should use the same care that would be taken in publishing press releases and emails.
In addition, representatives should not speak for themselves when posting as the organization, but for the organization as a whole. The use of first person is inappropriate when posting in the name of any The Cadets constituents.
Responding to Questions/Complaints/Concerns
Representatives charged with maintaining The Cadets social media accounts are responsible for promptly answering all questions received via messages, comments and tweets in a gracious and professional manner. This is not the time for a first-person response since the employee is responding as the organization. In this case, it is often appropriate to simply refer the person to the correct office employee’s email address or phone number for further assistance. However, if the answer is known, it is best to provide it as quickly and politely as possible.
In all other circumstances, performers, venues, volunteers and staff of The Cadets should be shown in a positive light on social media. Representatives who represent The Cadets in social media should use good judgment when selecting photos to share, and if there is a question as to whether a photograph or post is inappropriate for public view, it should not be published.
Deleting User Content
As a general rule, managers of accounts should never delete comments, questions or critiques posted by users on any social media account, even if they portray the organization negatively. Instead, the issues should be addressed professionally in an effort to repair the relationships or at least maintain a standard of customer service and honesty. However, comments may be hidden if they are explicit in nature and inappropriate for all audiences. In this case, employees should consult with at least one member of the Marketing Department to confirm the decision to delete.
Snapchat Use Policy
If using Snapchat as a representative who is not a part of the Marketing Department, you must sign on with an introduction and sign off at the end of your time operating Snapchat.
You may not promote your own social media channels. The Snapchat represents the entire organization and is not a mode for you to grow your following. You may promote any pre-approved accounts or sub-accounts.
No cursing, profanity, or inappropriate behavior.
No "charged" posts or comments, including racial stereotypes, talk of politics, accents, etc. When in doubt, assume that you shouldn’t do it.
Do not incite or endorse alcohol, smoking, drugs, violence, etc. This should be self-explanatory.
No spoilers! Any information that has not been released to the public may not be shared on Snapchat.
Don't speak poorly about The Cadets, any of The Cadets programs, any other organization, or group. The world is watching.
Any violations of the rules above may be cause for immediate removal of the user from the platform and a ban on any subsequent content production from said person.
EXTERNAL ORGANIZATIONAL MEDIA POLICY
This section refers to videos, photos, interviews, podcasts, documentaries, etc. that are produced outside of The Cadets organization.
Contact With External Media
Representatives of The Cadets will not agree to interviews or statements from press or media outlets outside of the organization without prior approval from the Chief Executive Officer or the Chief Operating Officer and without notifying the Marketing Department. This includes local news outlets, national or international news media or “marching arts” specific media.
Members of The Cadets will not agree to participate in account “takeovers” without first gaining the approval of the Marketing Department.
Employees and members of The Cadets will not invite outside media to rehearsals or shows without first clearing it with the Chief Executive Officer, Chief Operating Officer and Marketing Department.
The Cadets complies with all applicable anti-discrimination laws and does not illegally discriminate against, or give preferential treatment to any individual or group on the basis of age, race, gender, color, economic status, ethnicity, linguistic heritage, cultural background, national origin, ancestry, religious creed, marital status, employment status, housing status, sexual orientation, gender identity or veterans status or any other characteristic or status or distinction that is protected by law in the selection of employees, contractors, participants, and volunteers for The Cadets. The Cadets is committed to providing a balanced, safe and educational environment for all employees, contractors, participants, and volunteers. The Cadets firmly believes that everyone should be treated equally and fairly.
SEXUAL HARASSMENT POLICY
The Cadets is committed to providing a discrimination free environment for corps members, program participants, employees, contractors, volunteers, and alumni at every function, program, activity, and event. In keeping with this commitment, The Cadets will not tolerate harassment of corps members, employees, contractors, volunteers, or alumni.
For purposes of all The Cadets activities and programs, sexual harassment is defined as unwelcome sexual advances, requests for sexual favors and other verbal or physical conduct of a sexual nature where:
- Submission to such conduct is made either explicitly or implicitly a condition to participate in any The Cadets employment, field operations, activities or programs: or
- Submission to or rejection of such conduct is used as a basis for decisions affecting terms and conditions of employment or whether particular individuals will participate in any The Cadets functions, activities or programs; or
- Such conduct has the effect of creating a hostile, intimidating, or offensive environment which may tend to interfere with a person’s employment at The Cadets or participation in and/or receipt of any intended benefit of The Cadets employment, functions, activities, or programs.
For purposes of the foregoing definition, the term "participants(s)" shall include corps members, program participants, employees, contractors, volunteers, alumni, and/or anyone attending any The Cadets functions, activities, or programs, or who have or seek to have an ongoing participation in any organization or program directly affiliated with The Cadets by name.
For the purposes of this policy, the phrase "verbal or physical conduct of a sexual nature" includes, but is not limited to:
- verbal conduct, including epithets, derogatory comments, or slurs, and
- physical conduct, including assaults, impeding or blocking movements, or physical interference with normal activities in the context of any functions, activities, and programs, and
- visual harassment, such as derogatory posters, cartoons, or drawings.
The Cadets sexual harassment policy is intended to apply to all "participants" as defined above as well as to all paid staff (employees and contractors) of The Cadets who interact with "participants" in the course of fulfilling their duties and/or as volunteers themselves.
Sexual harassment can occur male to female, male to male, female to male, and female to female.
The following are some examples of conduct, which may be considered sexual harassment and, therefore, are prohibited by this policy;
- repeated, unwelcome, and/or offensive sexual flirtations, advances or propositions;
- continued or repeated verbal abuse or insults of a sexual nature;
- continued or repeated graphic verbal commentaries about a person’s body;
- display of sexually suggestive objects or pictures;
- continued or repeated suggestive sexual comments or remarks;
- continued or repeated insults, humor, or jokes about a person’s sex or traits relating to sex;
- continued or repeated touching, pinching, or brushing a person’s body.
Sexual harassment does not refer to occasional socially acceptable compliments. It refers to behavior that is unwelcome, personally offensive, and sufficiently severe and pervasive as to alter the conditions of The Cadets functions, activities, or programs, and creates an abusive, hostile, intimidating, or offensive environment.
The Cadets asks that a report be made whenever a participant feels that he or she has experienced sexual harassment as defined in this policy, or whenever an individual believes she or he has witnessed sexual harassment of another individual. A report must be made if the victim of the harassment is an employee or staff member of The Cadets. The report shall be made to an adult representative of The Cadets at an event, function, or program, or to a staff supervisor, or a board member, AND to the Chief Operating Officer, Justin Moore at firstname.lastname@example.org. The report can be made orally or in writing and should contain all pertinent information. Following receipt of a report of sexual harassment, the COO is responsible for:
- Ensuring that a prompt investigation is conducted as set forth below.
- Determining the appropriate remedies as set forth below, if the behavior is determined to be harassment.
- Creating a written report which contains all pertinent information and sending a copy of this report to the Board of Directors and the staff member in charge of field operations.
If the harassment complaint is filed against an employee or staff member of The Cadets, the report should be sent to The Cadets Board of Directors and the Chief Executive Officer.
The allegations of sexual harassment will be investigated in a prompt, thorough, and objective fashion assuring the most confidentiality possible. In most cases, an investigation will consist of an interview with the complaining party, the alleged harasser, any witnesses to the conduct, and any other person who may possibly have information relevant to the complaint. Refusal to participate or cooperate in an investigation of sexual harassment is grounds for the immediate suspension or termination of employment and/or dismissal from any and all involvement with The Cadets events, activities, programs and functions.
Remedies for sexual harassment shall be designed to ensure that the harassment is effectively eliminated. Sanctions will be appropriate to the seriousness of the conduct and may include, but is not limited to:
- putting an immediate stop to any activity which qualifies as sexual harassment;
- limiting contact between the victim and the harasser;
- reprimand to the harasser;
- apologies from the harasser to the victim;
- requesting the harasser to leave The Cadets event; suspension of the harasser for a designated period of time; or terminating the harasser’s involvement or employment with The Cadets permanently.
Retaliation against any party involved – the accused, accuser, witnesses, and investigators – will not be tolerated and is a violation of this policy. Persons who violate The Cadets non-retaliation policy will be disciplined or terminated from their association with The Cadets.
TRADEMARK AND LOGO POLICY
Brand Policy: Trademark and Logo Usage
In order to protect the reputation of our brand, The Cadets has specific guidelines regarding the use of Brand Elements (trademarks). This policy establishes when The Cadets Brand Elements may be used, for what purposes, and restrictions that may apply to such use.
Brand Elements should only be used when The Cadets explicitly gives written permission, and that usage is restricted to the guidelines outlined in this policy.
BRAND ELEMENTS DEFINED
A Brand Element is a word, name, symbol, or device (or any combination thereof) that identifies the goods or services of a person, company or organization and distinguishes them from the goods and services of others. For The Cadets, this includes but is not limited to, trademarks such as our name (The Cadets, Cadets2, Cadets Winter Guard, Cadets Winter Percussion), current logos and credentials and The Cadets intellectual property, and future logos, credentials, and intellectual property.
Fans, members, alumni, volunteers, staff, vendors, sponsors, and all constituents of The Cadets who have been granted permission may:
- Create a link from their website to our website’s homepage (cadets.org).
- Use only The Cadets approved and distributed artwork.
- Use The Cadets approved and distributed logos to hyperlink to our website or print in materials (i.e. marketing and informational brochures, business cards, etc.).
- Any online or printed use of the logos for The Cadets must be pre-approved by The Cadets prior to going live (online) or being published (print).
Fans, members, alumni, volunteers, staff, vendors, sponsors and all constituents of The Cadets who have been granted permission, may not:
- Use the logo for Cadets Arts & Entertainment, Inc. or it's programs on their website, or in printed materials (i.e. marketing and informational brochures, business cards, letterhead, etc.).
- Incorporate The Cadets Brand Elements into their own product names, service names, trademarks, logos, or company names, or use The Cadets Brand Elements for their own purposes or for purposes not authorized by The Cadets .
- Use The Cadets Brand Elements in the title of their own products or services.
- Use The Cadets Brand Elements in any manner that implies a relationship or affiliation with, sponsorship, or endorsement by The Cadets and it's programs, or that can be reasonably interpreted to suggest content has been authorized by, or represents the views or opinions of The Cadets or The Cadets personnel.
- Copy or imitate the look and feel of The Cadets publications, design properties, the website, products’ trade dress, or Cadets Arts & Entertainment, Inc. brand packaging, distinctive color combinations, typography, graphic designs, product icons, or imagery associated with The Cadets products or Brand Elements.
- Display The Cadets Brand Element in a manner that is in The Cadets ’s sole opinion misleading, unfair, defamatory, infringing, libelous, disparaging, obscene, or otherwise objectionable to The Cadets.
- Adopt marks, logos, slogans, or designs that are confusingly similar to The Cadets Brand Elements.
- Display The Cadets Brand Element on any website that contains or displays adult content, promotes gambling, involves the sale of tobacco or alcohol, or otherwise violates applicable law.
- Display a The Cadets Brand Element on a website that violates any law or regulation.
- Use The Cadets Brand Elements in a way that suggests a common, descriptive, or generic meaning.
MONITORING, EVALUATION AND REVISION
The Cadets will monitor and evaluate this policy on an on-going basis will revise this policy as needed.
YOUTH SAFETY POLICY
Any person who is responsible for the supervision, health, well‐being, and safety of The Cadets participants must be at least 22 years of age. The Cadets defines “adult” as those persons 22 years of age or older and not a corps member.
Off Season refers to the time when not at spring training or on tour. Generally, the time from after finals/championships until move‐in to spring training.
Season refers to the time at spring training and on tour. Generally May until finals/championships.
Spring Training refers to the time from the first day of spring training until the last day of spring training.
Tour refers to the time from the first day of tour or mini‐tour to the last day of tour or mini‐tour.
Camp refers to the designated training weekends from September to April.
Free Time refers to those specifically designated times or days on the formal schedule.
On Duty refers to those times when staff and volunteers are specifically assigned to be performing certain functions.
The Rule of Two
Everyone involved with The Cadets must adhere to the rule of two, or the buddy system, at all times when the Rule of Three is not in use, except as noted below. Buddies need to be from the same age range and gender as follows:
- Adults age 22 and older and not corps members
- Participants age 18‐21+
- Participants age 17 and under
Individuals should be alone in bathroom stalls and in their bed/sleeping bag.
The Rule of Three
No adult may be alone with a Cadets participant or corps member at any time. At least two adults must always be present in a room or location with one of The Cadets participants OR one adult must always be present with at least two or more participants. Should a private conversation be needed or a situation need to be addressed privately, two adults need to be present, one of which may simply be an observer within view and earshot.
Room Assignments and Gym Configurations for Sleeping
When assigning roommates, such as in residence halls, or a hotel, roommates should always be of the same gender (unless they are a married couple) and age group as follows:
- Adults age 22 and over and not corps members
- Participants age 18‐21+
- Participants age 17 and under
Participants may only share a room with another participant of the same age group and gender. Staff and volunteers may only share a room with another staff member of the same gender, with the exception of married couples. Transgender individuals should speak with the Corps Director for appropriate accommodation.
As a rule, one person per bed or sleeping bag for sleeping, except in the case of married couples only. Each person must be assigned to their own bed. Double, triple, and quad room configurations with twin beds are all permitted. Double, queen, and king beds are permitted, but only one person per bed may be assigned, with the exception of married couples.
Roll‐away cots are permitted.
In the case of using a school gym and sleeping bags for a sleeping area for drum corps, the gym must be divided into quadrants or areas as follows:
- Male corps members age 18‐21+
- Male corps members age 17 and under
- Female corps members age 18‐21+
- Female corps members age 17 and under
Staff members and volunteers must be separated into other areas for sleeping and be segregated as follows:
- Female Administrative and Instructional Staff
- Male Administrative and Instructional Staff
- Female Volunteers
- Male Volunteers
- Female Drivers
- Male Drivers
- Married Couples
Locker Rooms and Showers
Scheduled time in both male and female locker rooms and showers should be segregated according to age groups below. Transgender individuals should speak to the Corps Director for appropriate accommodation.
- Adults age 22 and over and not corps members
- Corps members age 18‐21+
- Corps members age 17 and under
Cell phones and electronic devices are not permitted in locker rooms or showers.
When traveling by bus, seat assignments must be made such that minors under age 18 sit in the front of the bus with a seat partner that is also a minor of similar age, and those of legal age 18 and over sit behind them with a seat partner of a similar legal age.
The assigned bus captain shall be age 21 or older and must sit in the back of the bus and serve as a monitor in addition to the bus driver. The bus captain may be an assigned corps member or assigned adult chaperone. Both the bus driver and bus captain are responsible for working together to:
- Ensure that all people assigned to the bus are present before departure from any location
- Keep order and ensure responsible behavior on the bus in alignment with The Cadets Code of Conduct
- Ensure the bus interior is kept clean and neat and free of trash and any hazardous materials
- The bus driver shall maintain the first aid kit and fire extinguisher
Formal dress codes, such as wearing uniforms/costumes or other performance attire, will be communicated by staff in advance of performances or shows.
Casual dress codes, such as for a public clinic, will be communicated by staff in advance of the event.
Corps members and staff must wear shirts and appropriate footwear for clinics, on school grounds, while eating, at truck stops, and other public places. Males may be given permission to go shirtless and females may be given permission to wear sports bras while practicing on the field at the discretion of staff and if permitted by the facility, but shirts must be worn to and from the field.
All corps members and staff must be dressed when exiting the locker rooms. Towels are not clothes.
For sleeping, modest pajamas or clothes suitable to be seen in public are expected to be worn. In non air-conditioned locations, males may sleep without a shirt and females may sleep in an athletic top.
The use of drugs anywhere anytime is prohibited for the duration of your time with The Cadets, including the off season. This includes, but is not limited to: marijuana, cocaine and crack, opioids, amphetamines, tranquilizers, and barbiturates. Diet pills are not permitted during spring training and while on tour. Any prescription medication must be declared on your medical forms and must be kept in its original container.
Tobacco and Nicotine Products
The use of tobacco or nicotine products is prohibited for corps members for the duration of your time with The Cadets, including the off season. This includes, but is not limited to: cigarettes, cigars, pipes, e‐cigarettes, vapes, Juuls, nicotine patches, chewing tobacco, or similar products. Please note that smoking and vaping is not legal on college campuses and school grounds across the country. Therefore, smoking and the use of nicotine products may never take place on school ground, in and around the corps and its equipment, or while representing The Cadets. The Cadets actively discourages smoking and the use of all nicotine products.
The use of alcohol anywhere anytime is prohibited for everyone under the age of 21 for the duration of your time with The Cadets, including the off season in accordance with federal law.
Corps members, regardless of age, are not permitted to consume alcohol during camp weekends, during spring training, and on tour including any and all designated free time.
Adult staff and adult volunteers may be permitted to drink responsibly when off duty, at the discretion of the corps director.
Absolutely no alcohol is permitted on any university or school campuses, or busses or vehicles at any time for any reason by anybody. Those of legal age 21+ who choose to drink alcohol during the off season are expected to do so responsibly.
No weapons or dangerous materials are to be brought on tour or to any activity of The Cadets.
This includes, but is not limited to: guns, knives larger than a pocket knife, pepper spray, mace, explosives, and similar items.
No Bullying/Cyberbullying, Hazing, or Risky Behavior
No bullying/cyberbullying, hazing, or risky behavior at any time for any reason for the duration of your time with The Cadets, including the off season.
Bullying/Cyberbullying is defined as unwanted, aggressive behavior that involves a real or perceived power imbalance to influence or intimidate someone, typically to force an individual or group to do what the bully wants. Bullying can be verbal, physical, or social in nature. Verbal bullying is saying or writing mean things, and includes, but is not limited to: teasing, name‐calling, taunting, inappropriate racist or sexist comments, and threatening to cause harm. Physical bullying involves hurting a person’s body or possessions and includes, but is not limited to: hitting/kicking/punching, spitting, tripping/pushing, taking or breaking/damaging someone’s things, and making mean or rude hand gestures. Social bullying involves attempts to hurt someone’s reputation or relationships and includes, but is not limited to: leaving someone out on purpose, telling others not to be friends with someone, spreading rumors about someone, embarrassing someone publicly including online. Cyberbullying is the use of electronic communication to bully a person, typically by sending messages of an intimidating or threatening nature, or by spreading rumors or lies about a person.
Hazing can be thought of as bullying with tradition. Hazing is defined as any action taken or any situation created intentionally with the intent to cause embarrassment, humiliation, degradation, harassment, ridicule, or mental, emotional or physical duress, risk of harm, or actual harm to members of a group, regardless of a person’s or group’s willingness to participate.
Risky behavior or risk‐taking behavior are those behaviors with a perceived uncertainty about their outcome and/or about possible benefits or costs for the physical, economic or psycho‐social well‐being of oneself or others. Risky behaviors include those that may cause harm to oneself or another as a result of peer pressure or the seeking of attention. Examples of risky behavior include distracted driving, sexting, and engaging in various peer pressure challenges.
Each individual is responsible for their own personal belongings. The items you bring with you to camp, spring training, and on tour are your responsibility solely. Make sure your belongings are labeled. Do not borrow items from other individuals without first asking permission. Items left behind will not be replaced by the corps. A lost and found box will be maintained throughout the season.
Permission for Departure
Any corps member must receive written permission from the Corps Director to depart spring training or tour, including during free time, for any reason. This includes meals with family or any short trips away from the Corps for any reason. It is understood that The Cadets are not responsible for the member once he/she departs until his/her return.
Information regarding The Cadets received by staff, participants, or volunteers prior to release to the general public should be kept confidential until an official public release is made. This means refraining from sharing the information verbally or in writing including on the internet and via social media.
If management finds that this Youth Safety Policy has been violated, appropriate disciplinary action will be taken. Disciplinary action may include, but is not limited to verbal/written reprimand, suspension, and dismissal. The seriousness of the violation, the existence and nature of conduct complaints and/or policy breaches, and the wishes of the victim, as well as other considerations, will be taken into account when determining disciplinary action. Retaliation against any party involved – the accused, accuser, witnesses, and investigators – will not be tolerated. Persons who violate The Cadets no‐retaliation policy will be disciplined or terminated from their association with The Cadets.
MEDICAL AND CORPS CARE POLICY
There will be a licensed healthcare provider, such as an athletic trainer, present for The Cadets during preseason spring training and while on tour. Different individuals may serve in this role; it does not have to be the same person for the duration of the preseason and season. While input from the instructional and administrative staff may be considered, the ultimate decision regarding rest, activity limitations, and return to full activity shall be that of the healthcare provider.
Medical information shall be kept private. However, medical information may be communicated to the extent necessary to the provision of effective medical care by the healthcare provider and to ensure the health and safety of program participants. As a result, it may be necessary for the healthcare provider to discuss a corps member’s medical information with the appropriate instructional staff.
Coverage for Medical Care
It will be the responsibility of all corps members and volunteers to pay for any medical expenses that arise from care provided outside of the corps healthcare provider (e.g. emergency department or urgent care visits, prescription or overthe-counter medications, etc.). Staff members who are injured while performing official duties of The Cadets shall be covered in accordance with the Workman’s Compensation Insurance policy.
Injuries or Illnesses Affecting Participation
If a corps member experiences an injury or exacerbation of a pre-existing medical condition, the healthcare provider shall make the ultimate decision if that member must limit training/performing activities, cease all training/performing activities but remain or tour, or leave the tour completely. The healthcare provider will take into consideration any medical information and advice provided by an outside healthcare provider that has evaluated the corps member. If a member must leave tour, it is the responsibility of the member to pay for transportation home.
Requests for Medical Evaluation
Any individual (corps member, staff, volunteer) that requests medical evaluation shall be provided a medical evaluation by the healthcare provider. If the healthcare provider feels that additional medical care or evaluation is necessary (such as evaluation at an urgent care facility, emergency department, or physician’s office) or the individual requests additional medical evaluation, it shall be provided as soon as practical. It is not the intention of this policy to limit or eliminate an individual’s right to be evaluated by a healthcare provider not affiliated with The Cadets at their own expense.
Medical History Records forms must be completed by corps members, staff, and volunteers traveling with the corps before spring training. A Medical Encounter Form must be completed for each provider and instance of any outside healthcare. Beginning with the 2019 season, a Pre-participation Physical Form must be completed by each corps member prior to arrival at Spring Training.
- All individuals (corps members, staff, volunteers) are responsible for providing, storing, and taking their own prescription and over-the-counter medications. Prescription medications must be declared on medical forms. If a medication requires a special storage environment, such as refrigeration, the individual must coordinate with the The Cadets healthcare provider before leaving for tour.
- Those traveling with the corps must bring enough medications for the entire time they will be away from home. If an individual will require refills of their prescription medication while on tour, the individual must make arrangements for medication refills before leaving on tour, and the refill plan must be approved by healthcare provider before leaving on tour.
- Individuals with inhaled medications for asthma (e.g. bronchodilators like albuterol, Ventolin, or Proventil) MUST bring two inhalers and spacers. One will be kept by the member, one will be kept by the healthcare provider for back-up in an emergency.
- Individuals with epinephrine auto-injectors (EpiPen) for allergic reactions MUST bring two autoinjectors. One will be kept by the member, one will be kept by the healthcare provider for back-up in an emergency.
- The healthcare provider may be able to assist individuals with obtaining refills of prescriptions, if necessary.
A log of all care provided by The Cadets healthcare provider shall be maintained by The Cadets.
If a participant suffers a head injury, she/he should stop the activity immediately and be examined by medical personnel (e.g. athletic trainer, nurse, urgent care provider, emergency department provider). If diagnosed with a concussion, the participant should not participate in activities until she/he is completely symptom-free for 24 hours. Symptoms of a concussion include, but are not limited to:
- Physical symptoms: headache, nausea, dizziness, vision or balance problems, sensitivity to light or noise
- Cognitive symptoms: feeling mentally slow or foggy, trouble concentrating, trouble remembering
- Emotional symptoms: irritability, sadness, nervousness, feeling more emotional than usual
- Sleep-related symptoms: sleeping more or less than usual, drowsiness, trouble falling asleep
The participant may go to rehearsal to watch, but should not participate. If symptomatic just watching rehearsal, she/he should rest in a quiet area.
Once the participant has been symptom free for 24 hours, a gradual return to activities should be utilized:
- Day 1: Low-level activity. May participate in morning stretching and warm-up activities, including walking and slow jogging. Should not participate in music, drill or ensemble rehearsal (may watch from sideline as long as remains asymptomatic).
- Day 2: Increased intensity of jogging or running during warm up. May participate in non-moving music rehearsals or non-moving guard movements.
- Day 3: Full participation.
The participant should remain symptom free during this progression. If at any point concussion symptoms return, the participant should move back one day in the progression and remain there until symptom free for 24 hours, then move to the next day. The Cadets shall not be liable for any injuries caused by a participant’s failure to report a suspected concussion or concussions symptoms.
If lightning is noted to be 7 miles away or less, all outdoor activities must stop and participants must move to a safe area. The distance for lightning may be determined by any of the following methods:
- Counting the time in seconds from seeing the lightning until thunder is heard, and then dividing by 5 (since sound travels one mile every 5 seconds). For example: lightning is seen, then thunder is heard 30 seconds later. 30 / 5 = 6 miles away
- Use of a weather application or website
- Use of a commercial lightning detector
The organization shall ensure sure that at least one of the above methods of lightning detection is always available for use by the healthcare provider and The Cadets staff.
By the time lightning is 6 miles away, all participants should already be in a safe area. Safe areas include a building normally occupied or frequently used by people (e.g. a building with plumbing and/or electrical wiring that acts to electrically ground the structure).
Avoid using shower facilities for safe shelter and do not use the showers or plumbing facilities during a thunderstorm. Outdoor activities can resume only when lightning or thunder has not been detected for 30 minutes. Every time lightning or thunder is detected within the 30 minutes, the clock restarts.
All members must wear shoes from the list of approved shoes while in rehearsal for spring training and on tour. This is effective beginning with any replacement shoes purchased for the 2018 tour. Participants may be permitted to utilize a shoe not identified on the approved list, with a doctor’s note.
The battery and pit/front ensemble must wear approved hearing protection during all rehearsals.
Participants should drink 8-12 fluid ounces of water, 10-15 minutes before exercise (exercise includes marching blocks, music blocks, ensemble blocks, or any other physical activity.)
Participants should drink at least 8 fluid ounces of water or a sports beverage such as Gatorade (5-8 percent carbohydrate with electrolytes) for every 30 minutes of activity. Hydration breaks must be given no less than every 30 minutes (but may be given more frequently as needed) whether rehearsing inside
or outside. When the heat index is 90 or greater hydration breaks must be given every 20 minutes (see chart below). When the heat index is 100 or greater hydration breaks must be given every 15 minutes. When the heat index is 105 or greater hydration breaks must be given every 10 minutes with fruit and/or Gatorade beaks every hour.
If at any point an athletic trainer or other medical personnel determine that participants require more hydration than the above guidelines suggest, then her/his recommendations should be followed.
If the Heat Index reaches 115 or greater, outdoor rehearsal must end and may be moved indoors or to another cooler location. To determine the Heat Index use the following chart or use the real feel temperature from a weather app on your smart phone.
Additionally, all local/facility rules regarding heat index and rehearsal/practice must be adhered to.
Members shall get at least one hour for meals (breakfast, lunch, dinner, and end of day snack). The end of a meal and the beginning of the next meal shall not be longer than 5 hours apart without providing a snack, with the exception of overnight. See also the Dietary and Food Preparation Guidelines document.
All members shall get 8 hours of sleep per night before meals or rehearsals begin. Sleep time during bus travel up to and including 8 hours of travel time counts for ½ the time slept (e.g. 4 hours sleep on a bus = 2 hours towards the 8 hours). When the bus travel time is more than 8 hours, the travel time counts for ¾ the time slept. Time slept on the floor at the housing site counts hour per hour.
Example: Member sleeps 3 hours on the bus. When the corps arrives at the housing site, the member must get another 6.5 hours of floor sleep before being awoken for meals and rehearsal.
Participants are responsible for monitoring their own sleep. The Cadets will ensure that participants have the ability to sleep at least 8 hours each day.
For each 1 week period during spring training there must be at least ½ day of scheduled rest. Once on tour for each 2 week period there must be one day off for laundry, Walmart trip, free time, rest.
Each member will be required to complete a pre-participation physical examination by a physician (MD/DO), physician assistant, or nurse practitioner, and verification that she/he contains no contraindications to participate in the activity or tour. The ultimate decision about whether or not a member is able to participate shall be by The Cadets healthcare professional.
All members must have health insurance and submit verification of medical insurance to The Cadets with their medical forms. The Cadets shall not be responsible for any costs associated with healthcare services provided by any healthcare provider not affiliated with The Cadets.
We are committed to safe and efficient travel for The Cadets operations. The Cadets complies with federal, state, and local driving laws and regulations as well as fleet best practices. This includes, but is not limited to:
- obeying speed limits and bridge and tunnel limits and regulations
- ensuring proper licensing and background checks for all employed and volunteer drivers
- ensuring proper registration and insurance for vehicles and trailers
- conducting preventative maintenance of vehicles and trailers according to the recommended manufacturer schedule and making repairs timely
- ensuring safe towing practices for trailers
- keeping driving logs
- prohibiting distracted driving or driving under the influence of alcohol or drugs
- requiring drivers to be well rested
- making sure vehicles and trailers are loaded and unloaded safely, are within weight limits, and are appropriately balanced for travel
Department of Transportation Guidelines
The Cadets follows the Federal Motor Carrier Safety Administration Interstate Truck Driver’s Guide to Hours of Service. Each driver for all vehicles over 10,000 lbs. (including any towed items or actual weight of vehicle and any tows) must keep a driving log using the system provided by The Cadets.
Any driver of a vehicle with a gross vehicle weight rating (including tows) over 26,000 lbs. (or actual weight of vehicle and any tows) must possess a valid commercial driver’s license and be in compliance with Department of Transportation regulations.
The Cadets Transportation Manager is responsible for:
- creating the fleet plan, travel plan, and cargo plan for the drum corps
- coordinating background checks including driving records and licensing on all paid and volunteer drivers to be maintained in personnel and volunteer files
- training all drivers for all vehicles on all relevant policies and procedures
- training corps members, roadies, and volunteers on how to load and unload the vehicles and trailers correctly and safely
- creating and implementing the maintenance schedule for all vehicles and trailers, and keeping all records of completed work
- ensuring all vehicles and trailers are registered, inspected, and covered by appropriate insurance, and that documentation is current
The Chief Operating Officer has final authority on all matters related to fleet and transportation safety. Concerns should be relayed to Justin Moore, Chief Operating Officer, at email@example.com.
Pre-trip Walk-around Inspections
Drivers are responsible for conducting walk-around inspections of their vehicles before driving each day or shift and note any defects or damage. Employees must also note defects or damage to seats, seat belts, interior lights, engine warning lights, rearview mirrors, and emergency equipment. Employees must report defects or damage to the Chief Operating Officer immediately. The COO will evaluate the report and ensure that all hazards are repaired promptly. Vehicles that are unsafe to drive must be placed out of service immediately.
Driver Guidelines and Reporting Requirements
- The Cadets vehicles are to be driven by authorized drivers only, except in case of repair testing by a mechanic.
- Any driver who has a driver’s license revoked or suspended shall immediately notify the Chief Operating Officer, and immediately discontinue operation of the vehicle. Failure to do so may result in disciplinary action, including termination.
- All accidents in The Cadets vehicles, regardless of severity, must be reported to the police and to the Chief Operating Officer. Accidents are to be reported immediately (from the scene, during the same day, or as soon as practicable if immediate or same day reporting is not possible). Accidents in personal vehicles while on The Cadets business* must follow these same accident procedures. Accidents involving the driver’s personal injury must also be reported to Human Resources. Failing to stop after an accident and/or failure to report an accident may result in disciplinary action, up to and including termination. For each accident a Vehicle Accident Report must be completed and kept on file by the Chief Operating Officer. Any driver of The Cadets involved in an accident while operating a vehicle for The Cadets business must submit to a drug and alcohol screening.
- Drivers must report all ticket violations received during the operation of a vehicle belonging to The Cadets, or while driving a personal vehicle on company business*, within 72 hours to the Chief Operating Officer.
- Motor Vehicle Records will be obtained on all drivers prior to employment or assignment and no less than annually.
- Driving a vehicle for The Cadets business while under the influence of alcohol, intoxicants or other drugs (which impair driving ability) is strictly prohibited and is cause for immediate termination.
The Cadets business is defined as driving at the direction, or for the benefit, of employer. It does not include normal commuting to and from work.