Program

SSSRA assigns designations for individuals in targeted disability groups for each program. The groups targeted are suggestions. We will attempt to accommodate all individuals. Please contact the SSSRA office if you would like to discuss your program options.

Because of the risk of injury, Special Olympics Illinois has established a policy which states that any participant with Down Syndrome, involved in any Special Olympics sport/activity, must obtain a x-ray, submit a letter from their physician, and complete the Special Olympics Illinois medical form. The letter must state that the individual does not have atlanto-axial instability prior to participating in the program. All programs in the brochure which require AAI clearance are marked with the AAI symbol. Please contact the SSSRA office for more information.

Parents or individuals providing transportation for participants should make drop-offs and pick-ups at the times listed for the program. SSSRA staff use the time before the program to meet with staff and set-up. Please be prompt after the program as some staff are expected at another program. SSSRA staff are instructed to stay with participants until they are picked up. If a participant may walk home, or will be picked up by someone other than parents, a permission note signed and dated by the parent, must be given to the Program Supervisor.

Participants arriving more than 15 minutes prior to a program or special event will be charged a $15 fee for every 15 minutes early. Please pick up participants at the designated time. If parents/guardians are not on time for participant pick-up, a $15 fee will be assessed for every 15 minutes late.

SSSRA is not responsible for participants’ safety until the scheduled program time.

Our staff has made every effort to prepare this brochure as accurately as possible; however, errors can occur. Circumstances may require that adjustments be made to programs, fees, schedules, etc. SSSRA reserves the right to make any such adjustments. The staff apologizes for any inconvenience these errors or adjustments may cause.

SSSRA relies upon the post office for mail deliveries of our seasonal brochures. SSSRA assumes no responsibility for mail delivery. If, for some reason, you do not receive a brochure, please pick one up at your park district, recreation department, or the SSSRA office.

SSSRA has implemented these transportation procedures to ensure participants ride safely in our vehicles.

• All passengers must be sitting in seats or wheelchairs with belts securely fastened. The driver will not proceed until all seat belts are fastened.
• All wheelchairs must have brakes that are in good working order and can stop the chair from moving.
• SSSRA has established transportation policies to ensure the safety of all passengers. If SSSRA staff determines it would be dangerous to transport an individual, SSSRA reserves the right to refuse to transport that person.
• Persons riding in Amigo-type wheelchairs may have to transfer into a vehicle seat and use a seat belt. Amigo-type wheelchairs are not designed to transport individuals in moving vehicles.
• Wheelchairs may be available for participant use while at programs and special events. Assistance by SSSRA staff will be determined on a case-by-case basis.
• Late registrants may not have transportation during the first week of programs due to routing changes. Participants are notified if a problem occurs.
• When transportation is included in special events, the use of vans or buses may change as necessary to accommodate group sizes and needs.
• A minimum of three participants is required for a vehicle route to run. If there are not enough participants for the route, you will be notified.
• If participants do not use SSSRA transportation and plan to be dropped off or picked up at a special event, please notify the SSSRA office prior to the event. Parents/guardians/group home staff are required to notify the program supervisor upon participant arrival and departure.
• State law does not require the use of car seats in SSSRA buses, as they weigh more than 9,000 pounds. However, as a best practice, the association uses car seats whenever possible for children under the age of 8.

• Special events have centralized pick-up and drop-off locations.
• There are different codes for each pick-up point. Transportation is based on registration for each pick-up point. Please be sure to indicate which pick-up point you will use by documenting the correct code for the program you are registering for.
• SSSRA cannot wait more than 10 minutes at the pick-up point due to the demanding vehicle schedule.

Persons with Physical Disabilities and Day Camp

• SSSRA drivers will assist participants to and from their front door; driveways/walks must be clear of debris/obstacles. SSSRA staff will not enter residences.
• Persons unable to be in a house alone should have someone meet the van at the designated time of return. SSSRA cannot wait more than 5 minutes due to the demanding vehicle schedule.
• SSSRA transports in-district participants only for door-to-door service.
• For door-to-door transportation, you will be called with your pick-up time prior to the program date.
• A minimum of three participants is required for a vehicle route to run. If there are not enough participants for the route, you will be notified.
• Door-to-door transportation is available on a limited basis as indicated by the bus icon below.

To prevent the spread of contagious illnesses, it is recommended that participants refrain from attending programs when any of the following conditions exist:

• Fever of 100 degrees or higher.
• Vomiting within the last 24 hours.
• Persistent diarrhea in conjunction with other symptoms.
• Contagious rash or a rash of unknown origin.
• Persistent cough and/or cold symptoms.
• “Pink eye” (conjunctivitis) or discharge from the eye.
• Symptoms of mumps, measles, chicken pox, strep throat, flu, impetigo, coxsackie virus, head lice, mites, and ringworm.
• Runny nose with yellow or green discharge, which indicates infection.
• Fatigue, due to illness, that will hinder participation and enjoyment of the program.
• SSSRA may request that a participant submit a doctor’s release in order to participate in SSSRA programs or special events.

Please notify the SSSRA office if the participant contracts any contagious illness that will affect his/her attendance at the program. Participants should return to programs at the recommendation of the doctor, or, if not under a doctor’s care, when the symptoms have clearly passed.

• SSSRA reserves the right to determine participant appropriateness for programs and special events.
• When arriving and departing a program, parents/guardians/group home staff are required to notify the program supervisor.
• If a participant cannot attend a program, he/she cannot send a substitute in their place.
• When participants of varying ages and ability levels are in the same program, SSSRA will group them appropriately.
• SSSRA provides an approximate 1:4 staff-to-participant ratio.
• While SSSRA staff will assist participants with their belongings at programs, SSSRA cannot be responsible for lost or stolen property. Participants should not bring valuables to programs.
• Vacation Trips, Weekend Trips, and Overnights: Participants must have independent self-help skills, be able to work successfully in a 1:4 staff-to-participant ratio, and have participated in SSSRA weekly programs.
• With your child’s best interest in mind, parents are invited to their child’s first program meeting. Our instructors have found that parent and/or sibling distractions during the program time affects the quality of their instruction. Our instructors always welcome the opportunity to discuss a participant’s progress with parents at any time.

• Participants must have bowel and bladder control or arrive at the program wearing Depends or similar items under clothing. If this is a concern, please contact the SSSRA office.
• Overall appearance should be clean (Hair, face, teeth, hands, nails, etc.).
• Clean, dry clothing.
• Appropriate attire for program participation (i.e., tennis shoes, warm-ups, or loose/comfortable fitting clothing for athletic/sports/exercise programs).

SSSRA promotes the concept of “equal fun for everyone.” Participants are expected to exhibit appropriate behavior at all times. SSSRA’s behavior guidelines have been developed to help make the programs safe and enjoyable for all participants.

• Participants must show respect to all participants, staff, and volunteers.
• Participants must refrain from threatening or causing bodily harm to themselves, other participants, or staff.
• Participants must refrain from using foul language or discussing inappropriate topics.
• Participants must show respect for equipment, supplies, and facilities.
• Additional rules may be developed for specific programs and athletic programs as deemed necessary by staff.
• If inappropriate behavior occurs, a prompt resolution will be sought specific to each individual’s situation. SSSRA reserves the right to dismiss participants whose behavior endangers the safety of themselves or others.

SSSRA attempts to hold programs whenever possible. However, inclement weather occasionally makes it difficult for staff and participants to travel to program locations. SSSRA’s cancellation policies are as follows:

• At the scheduled program time, if no participants arrive within the first 30 minutes, the program session will be cancelled, and staff will be sent home. No refunds will be given.
• SSSRA staff look at all circumstances three hours prior to the starting time of the program or transportation route, to determine if the program should be cancelled.
• If the program is cancelled, program staff will attempt to reach all participants by phone to inform them. You will only be called if the program is cancelled.
• SSSRA attempts to extend programs to make up for missed dates.
• SSSRA will call/send a letter announcing program extensions.

In the event of severe weather, cancelling programs may be in the best interest of our participants. For the safety of our participants, supervisors may make the decision to cancel a program in progress, should the weather become questionable. The following guidelines will be used to determine cancellations:

Severe Cold Weather

• Outdoor programs: Temperature range of 0 degrees or less, including wind chill.
• Programs with transportation: Temperature of 0 degrees or less, including wind chill.
• All programs (including indoor): Snowstorm situations when driving restrictions (winter storm or blizzard warning in which authorities have advised not going out unless necessary) and emergency accident plans (state and local police) are in effect.

Severe Hot Weather

• Outdoor programs, or indoor sites without air-conditioning, have a heat index of 100 degrees or higher.
• Programs with transportation: Heat index of 100 degrees or higher.
• All programs (including indoor): Weather situations when a tornado warning is in effect for Lake, Will, Cook and/or DuPage counties.

High Wind Advisory

Transportation when there is a high wind advisory in effect, strong winds can make driving difficult, especially for high-profile vehicles.

Some participants in SSSRA programs and special events may be carriers of infectious disease(s). Staff and volunteers have been provided with in-service training concerning proper hygienic procedures. SSSRA seeks to provide a safe environment for all of our participants, staff, volunteers, and the public. If you have any specific questions, please call the SSSRA Executive Director or Superintendent at (815) 806-0384.

• A full refund will be issued if a program does not run for the season. A refund will not be provided for cancellations due to inclement weather.
• If a participant drops a program prior to the start and no costs have been incurred, a $5 per program service fee will be charged, and a refund will be issued.
• If a participant drops a special event and SSSRA has incurred no costs due to the purchase of tickets, rentals, deposits, etc., a $5 service fee per event will be charged, and a refund will be issued.
• In the event of prolonged illness or moving, a $5 service fee will be charged for each program and/or event, and a pro-rated refund issued. A doctor’s notice is required for illness.
• A pro-rated refund may be given if SSSRA deems the program inappropriate for a participant.
• No refunds will be issued for amounts under $5.
• Refunds can be issued in the form of a credit to the account, or a check can be issued. Some refunds can go back to the original credit card. Please inform the office how you would like to receive your refund.
• Participants who receive a scholarship will receive prorated refunds when applicable.
• Fees will not be prorated if participants register for an event on the same day as a scheduled weekly program because programs and special events are already subsidized between 1-34%.
• If a participant misses a program or special event, a refund will not be given.

Because SSSRA is supported through the tax dollars of its member communities, the non-resident fees reflect a more equitable rate in relation to that of its tax supporting members and the actual cost of providing the programs. Non-resident policies are as follows:

• Non-resident fees are four times the resident fee for programs, four times the resident fee for day camps and two times the resident fee for special events.
• The non-resident pays the entire fee to SSSRA at the time of registration. Some local park districts or recreation departments may reimburse a portion of your fee.
• Non-residents are ineligible for scholarships.
• Non-residents may begin to register on Monday, April 26, and will be on a first-come, first-serve basis. Non-resident registrations will be processed after the Monday, April 26 if vacancies still exist in the programs.

• Any household balance due from a previous program season must be paid in full before any registration is accepted for the current season. The balance due must be paid with cash, credit card, check, or money order. Online payments can be made with a credit card. Office payment options include credit card, check, or money order. Credit cards accepted are VISA, MasterCard, or Discover Card. Cash will only be accepted in person at the SSSRA office.
• Multiple Program Registration Discount: SSSRA residents will receive a $25 discount when they register for $200 or more in programs and/or special events. Winter and Spring are separate seasons. Completed registration forms and full payment must be in the SSSRA office by 5:00 pm on the registration deadline date for this to apply. No exceptions will be made to any of the criteria listed. Does not apply to Day Camp or Trips. Please call the office for details if you are registering online.
• Registration forms will be accepted by walk-ins, mail, facsimile, or online. However, an individual is not considered registered until the SSSRA office has received a minimum payment of 25% of the registration fees along with the completed and signed registration form and waiver. When sending a fax to SSSRA, it is mutually understood that the facsimile document shall substitute for and have the same legal effect as the original form. Please contact the SSSRA office to confirm that your fax was received.
• Due to increased volume of participants and programs, a minimum payment of 25% of the registration fees should accompany the registration form. Contact the SSSRA Executive Director to make any payment plan arrangements, if necessary.
• Registrations are processed on a first-come, first-served basis.
• Programs have a minimum and maximum size. Program minimum must be met by member agency resident. If your registration is received after a program is filled, your name will be placed on a waiting list. You will be notified after a deadline only if the program is full and you did not get in.
• Participant ages listed in the brochure are approximations. If your child is close to the ages listed, and is interested in the program, please call the Superintendent to discuss a solution.
• If vacancies exist after the registration deadline, siblings and individuals without disabilities will be allowed to register for designated programs, as considered appropriate by SSSRA staff.
• If you register after the registration deadline or after a program begins, you may not be able to attend that program the following week.

SSSRA is in a position to offer scholarships in the form of fee discounts to SSSRA residents with disabilities or special needs who would like to participate in one or more programs, but who cannot afford the total fees charged.

The SSSRA Board of Directors has established specific guidelines for the administration of scholarships. Persons requesting a scholarship must complete a Scholarship Application (also available at the SSSRA office) and submit it to the SSSRA Executive Director, along with the completed Registration Form and a deposit.

SSSRA requires that each resident participant put down 25% for each program they register for. Once scholarships have been applied for, the remaining portion will be due.

The deadline for requesting scholarships for the program session is the same as the registration deadline. Participants who receive day camp scholarships may be responsible for paying fees for any weekly programs or special events they register for. Please note that scholarships are not available for vacation trips. SSSRA reserves the right to request proof of financial circumstances, including tax return documents, when needed.

Multiple Program Registration Discount: SSSRA residents will receive a $25 discount when they register for $200 or more in programs and/or special events. Please note: Winter and Spring are separate seasons. Completed registration forms and full payment must be in the SSSRA office by 5:00 pm on the registration deadline date for this to apply. No exceptions will be made to any of the criteria listed. Does not apply to Day Camp or Trips.

New participants with disabilities living in SSSRA member districts are eligible for $15 off the total season registration fee by:

• Clip the coupon from the brochure and attach it to your completed registration form.
• Deducting $15 off the total fee from your payment.
• Mail the registration form and coupon by the program deadline to the SSSRA office.

Valid for all programs except day camps and weekend trips. Siblings, spouses, out-of-district participants, and parents are not eligible for the discount.