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ESA Travel Policy

Section 1 - USA Swimming Required Policies

These items are Code of conduct stipulations in the USA Swimming Rulebook:

a) Club travel policies must be signed and agreed to by all athletes, parents,

coaches and other adults traveling with the club. (305.5.D)

b) Team managers and chaperones must be members of USA Swimming and

have successfully passed a USA Swimming-administered criminal

background check. (305.5.B)

c) Regardless of gender, a coach shall not share a hotel room or other sleeping

arrangement with an athlete (unless the coach is the parent, guardian,

sibling, or spouse of that particular athlete). (305.5.A)

d) When only one athlete and one coach travel to a competition, the athlete

must have his/her parents’ (or legal guardian’s) written permission in advance

to travel alone with the coach. (305.5C)

Section 2 - Team Policies

a) During team travel, when doing room checks, attending team meetings

and/or other activities, two-deep leadership and open and observable

environments should be maintained.

b) Athletes should not ride in a coach’s vehicle without another adult present

who is the same gender as the athlete, unless prior parental permission is


c) During overnight team travel, if athletes are paired with other athletes they

shall be of the same gender and should be a similar age. Where athletes are

age 13 & Over, chaperones and/or team managers would ideally stay in

nearby rooms.

d) When only one athlete and one coach travel to a competition, at the

competition the coach and athlete should attempt to establish a “buddy” club

to associate with during the competition and when away from the venue.

e) To ensure the propriety of the athletes and to protect the staff, there will be

no male athletes in female athlete’s rooms and no female athletes in male

athlete’s rooms (unless the other athlete is a sibling or spouse of that

particular athlete).

f) A copy of the Club Code of Conduct must be signed by the athlete and

his/her parent or legal guardian.

g) Team or LSC officials should obtain a signed Liability Release and/or

Indemnification Form for each athlete.

h) Team or LSC officials should carry a signed Medical Consent or Authorization

to Treat Form for each athlete.

i) Curfews shall be established by the team each day of the trip.

j) Team members and staff traveling with the team will attend all team functions

including meetings, practices, meals, meet sessions, etc. unless otherwise

excused or instructed by the head coach or his/her designee.

k) The directions & decisions of coaches/chaperones are final.

l) Swimmers are expected to remain with the team at all times during the trip.

Swimmers are not to leave the competition venue, the hotel, a restaurant, or

any other place at which the team has gathered without the

permission/knowledge of the coach or chaperone.

m) When visiting public places such as shopping malls, movie theatres, etc.

swimmers will stay in groups of no less than three persons. 12 & Under

athletes will be accompanied by a chaperone.

n) The Head Coach or his/her designee shall make a written report of travel

policy or code of conduct violations to the appropriate club leadership

and the parent or legal guardian of any affected minor athlete.


Section 3 – Expectations


  1. All team members, team staff, and parents of minors are apprised in writing of this Code of Conduct and the attached USA Swimming Code of Conduct. A signature on this document constitutes unconditional agreement to comply with the stipulations of both documents.
  2. All swimmers must sign the code of conduct or are ineligible to participate in team travel.
  3. Swimmers must wear ESA clothing to and from the pool when competing at an ESA travel meet.
  4. Cell phone communication is not allowed in team meetings and must be used in moderation during the meet.  (Cell phones are not permissible when a teammate is swimming).
  5. Be quiet and respect the rights of teammates and others in hotel
  6. Be prompt and on time
  7. Respect travel vehicles
  8. Swimmers are responsible for all incidental charges in the hotel. 


*This includes everything In MAAPP which can be found in the link below!