Waiver & media release (procedure)¶
Status: Draft — board to adopt form template and retention period.
Not legal advice. Use counsel-approved forms before relying on this for insurance or school requirements.
Applies to: Student participants, parents/guardians, and high-school volunteers.
Storage (never in git)¶
| Item | Location |
|---|---|
| Signed forms (PDF) | Google Drive Apex STEM Education/Students/Waivers/ (RESTRICTED) |
| Completion status only | Private roster Sheet — column: waiver date + media release Y/N |
| Form templates | Drive same folder or board-approved Doc — link on integrations when live |
Do not commit waiver PDFs, scans with minor names, or email threads with full rosters to GitHub.
Who completes what¶
| Person | Form | Who signs |
|---|---|---|
| Student on team roster | Participation + media release | Student + parent/guardian if under 18 |
| High-school volunteer (not on roster) | Volunteer + media release | Volunteer + parent/guardian if under 18 |
| Adult mentor | Mentor agreement / COI as board adopts | Adult |
Workflow (team lead)¶
- Send individual form link (Google Form or single PDF) — not a mass email with all families CC’d.
- Parent/guardian completes for minors; volunteer completes with parent if under 18.
- File signed PDF to Drive
Students/Waivers/YYYY/using naming:LastFirst_role_YYYY-MM-DD.pdf. - Mark date only in private roster Sheet (data policy).
- Block shop, travel, and event access until waiver status is confirmed on roster.
Verifier: team_lead · Retention: treasurer + secretary per board policy (when adopted).
Media release vs public site¶
- ridgeracersnj.com team headshots and photos are team-approved for the public site.
- New social posts, press, or third-party use require mentor + team_lead approval — even if a media release is on file.
- Volunteers with cameras: see Volunteer onboarding.