COC Coordinator Manual

Waivers

• The Calgary Outdoor Club has four waivers:
  1. Online Event Waiver - effective June 10, 2009, the COC has moved to an online event waiver which participants must accept when registering for an event.
  2. Non-Member Event Waiver - to be completed and submitted every event
  3. Child Event Waiver - to be completed and submitted every event
  4. Avalanche Terrain Event Waiver to be signed in addition to the Online Event Waiver for all events going into Challenging (Class 2) Terrain. You must check the weather and avalanche bulletin before heading out, verify that all participants have completed AST1 training (or equivalent) in the past 5 years and completed a COC Transceiver Search Practice event each season, AND test transceivers before heading out.
      
• Non-Member, Child, and Avalanche Terrain Event Waivers can be downloaded from our web site here: Waivers.
   
• Online Event Waiver can be read here
   
• Make sure you are familiar with all waivers and if you have any questions about the waiver content itself, please ask the Legal Coordinator, Michelle Pfor clarification.
   
• If your list (Carpool List or Dtl List) says someone has not accepted the Online Event Waiver but they say they have accepted it you should apologize for the inconvenience and explain that since the record does not show their acceptance they cannot attend the event
   
• If you are using the Avalanche Event Waiver for your event, be careful to check your lists and make sure that everyone has accepted the online event waiver, any non-members sign the full Non-Member Waiver, and then EVERYONE still must sign the Avalanche Event Waiver.
   
• You should always have extra non-member waivers on-hand, and child ones if applicable, for people who do not bring one. You may withhold any copying costs from donations you receive.
   
• Waivers should be signed and dated in your presence if you are witnessing them.
   
• The CHILD waiver is required for anyone under 18 (including infants) attending the event.
   
• Identity: There is no need to check ID for verifying identity of non-members over 18 - if a guest signs the waiver as John Smith in front of the coordinator but isn't John Smith, the waiver would still stand up in court because the person was presenting himself as John Smith and signed as John Smith.
   
• Age/Minors: We should verify age if someone looks to be around 18 because we could be in a lot of trouble if they are under 18. There is also a problem if someone signs up a minor as his/her child when in fact they are not. In the instance of minors, we should check ID of the minor and his/her guardian.
   
• Signing: When collecting waivers, advise the signer that signing the waiver means they can't blame anyone in the COC if they get hurt, die, get in a car accident or their car gets stolen etc. Give them enough time to read the waiver before signing. Confirm they have understand and agree with the waiver.
   
• Check the waivers to make sure they're signed and that the date is the correct year (we often get the wrong year in January)
   
• Send in the waivers: It is not sufficient to send just the signature page in - the entire waiver must be submitted for each attendee - non-members and minors. Submit waivers regulary - approximately once per month - to the legal coordinator. You may withhold any shipping/mailing costs from donations you receive. Be sure to send ONLY waivers in envelopes to the legal coordinator - do NOT include any stuff, especially payments, for the treasurer!
   
• Submit ALL waivers to the club - guest waivers, and child waivers.
   
• Send waivers to:
  Michelle P
  Calgary Outdoor Club
  1111 Memorial Drive NW
  Calgary, AB, T2N 3E4