Club Policies and Procedures

All Boys & Girls Clubs of Western Lane County policies and procedures are listed below. The following 5 agreements will each open in their own window:

Boys & Girls Club of Western Lane County has a zero-tolerance policy. At no time are drugs, alcohol, tobacco or any other type of illegal substances or any type of weapon permitted on the premises. The zero-tolerance policy also applies to prescribed medication and the intent with which an item is used. If this policy is abused, your child’s membership will be revoked immediately.

If payment is not received by the 5th of the month or on the first day of attending, your child may NOT attend until the outstanding balance, and late fee charge of $25.00 is paid in full per child. This may result in loss of placement, and parents will be responsible for paying balance in full. We DO NOT accept postdated checks. If your check is postdated, it will be returned, and you will be responsible for any late payments accrued.

A $25.00 fee will be charged for a returned check in addition to any bank fees the CLUB incurs. If two checks are returned within a 6 month period, only cash or money order will be accepted.

If payment is not received by the 5th of the following month, your child will be ineligible for all Boys & Girls Club Programs, including, but not limited to the Elementary After School and Summer Program, Athletics, and Teen Center activities until all amounts due are paid.

Any funds collected for field trips, special events, outings, athletic equipment or uniforms, athletic and club membership are non-refundable and non-transferable. If a club member is suspended from any activity that bears a cost due to behavior there will not be a refund given. The amount will not be transferred to the next paid activity. NO EXCEPTIONS.

The Boys & Girls Clubs of Western Lane County works closely with the Siuslaw School District on promoting education and attendance at school. If your child does not attend school due to suspension, expulsion, sickness, or just does not go, then your child will not be able to attend the Boys & Girls Clubs that day. Once members attending the Teen Center Program exits the CLUB, they will not be allowed to return to the CLUB that same day.

When the Siuslaw School District is closed due to weather, the Boys & Girls Clubs of Western Lane County will also be closed. If school dismisses early due to weather, Clubs will NOT be open and buses will NOT bring members to Clubs. Please make alternate plans and discuss your severe weather plan with your child(ren). Clubs may need to cancel programs based on the availability of power and/or conditions in the immediate vicinity of the Clubs, and other factors not related to school district closures.

1. Any person with open sores or lesions will be sent home and can only return with proof of current treatment for the infectious process.

2. Any person with a fever (temperature greater than 100.4) will be sent home until free of fever for 24 hours.

3. Any person who is ill prior to coming to the Club should stay home until reasonably well.

4. The Club should be advised if a person has exposed others to a communicable disease such as: Measles, Rubella, Chickenpox, Impetigo, Scabies, Ringworm, Head Lice, Pink Eye, Meningitis, etc..

5. Any person with vomiting and/or diarrhea should remain at home for at least 24 hours following the last symptom (fever, vomiting, and diarrhea). This also includes persons diagnosed with Hepatitis A.

6. The Boys & Girls Club should be notified when anyone at the Club exhibits signs of tuberculosis and/or has a positive PPD (tuberculin skin test) so that all contacts may have a PPD test. The Club should also be notified if any household members have recently been diagnosed as having tuberculosis.

7. Anyone having head and/or body lice or nits (eggs) must be sent home and may return only after being treated with a product recommended by their doctor, pharmacist and/or the Health Dept. and after all nits have been removed with a very fine tooth comb. Prior to returning to the CLUB, staff must verify that all nits have been removed.

8. Once a Club Member has been diagnosed with any of the above communicable diseases please contact your local Club to give us the opportunity to contact other parents that their child may have come in to contact with a particular disease. The contagious member will not be allowed to return to active participation in CLUB activities until the member is examined by medical personnel and found to be free of contagious aspects of their affliction. A letter to this effect must be signed by a physician or registered nurse and placed in the permanent membership file of the member.

It is important that parents and guardians cooperate with Club Health and Emergency Procedures. Our regulations are designed to protect the well-being of all members. Please do not bring your child to the Club if they have missed that day of school, or if they have signs of illness. In the event that a member becomes ill while at the Club, parents will be notified to come and pick up their child immediately.

In case of an accident or emergency involving a member, which requires medical attention, proper medical aid will be sought. The parent or guardian will be notified as soon as possible of any emergency and any medical attention administered to the member. In the event that expenses for medical services are incurred, it is the member’s parent or guardian’s responsibility to pay for all medical costs. Parents or guardians must promptly notify the Club of any phone number or address change so that they can be contacted in case of an emergency.

While Boys & Girls Clubs of Western Lane County maintains on-going policies of carefully screening both volunteers and paid staff, it is in the best interest of all concerned that all contact between staff and members be on a professional basis in the context of Club programming.

Therefore, Boys & Girls Clubs of Western Lane County specifically prohibits the establishment of personal, out-of-Club relationships between staff and members. This includes written correspondence and social media outlets. Pre-existing relationships (like other family members) must be documented and signed by those parties involved. If you have any questions concerning this policy, please contact your Club Director.

A responsible parent/guardian (18 years & up) must sign-out club members prior to pick-up time. If the parent/guardian who is picking up the club member is suspected to be or appears to be impaired by drugs or alcohol, staff will contact another adult on the Pick-Up Authorization Form. The club member may not be released to a parent/guardian under the influence of drugs or alcohol. The club member will remain in staff’s care until the arrival of an authorized adult, who is capable of taking responsibility for the club member’s release. Proper authorities will be called if a responsible parent/guardian is unavailable to pick-up club members.

We encourage parents to get involved in all aspects of their children’s lives. Parents are welcome to visit the program at any time to observe programming. If you wish to interact with your child during programming hours, you will be asked to complete a volunteer application including a criminal background check. All adults who interact with any program member during program hours must observe this policy.

The Boys & Girls Clubs of Western Lane County is committed to making all service locations available to youths who qualify for membership, demonstrate good character, will follow Club rules and do not present a “threat of harm” to themselves or others. To this purpose, BGCWLC will comply with the Americans with Disabilities Act (ADA) by offering “reasonable accommodation,” unless such accommodation creates a “disproportionate or undue burden” upon the organization or the youth presents a “threat of harm” to himself/herself or others. For the purpose of this policy:

 “Special needs” shall mean children with legally recognized disabilities or medical conditions under the Americans with Disabilities Act (ADA) and the laws of this state. “Reasonable accommodation” shall mean practical steps to facilitate the participation in existing Club programs or activities or assistance in locating a suitable service with another organization or agency.

“Disproportionate or undue burden” shall mean requiring physical modifications, additional staffing, specially trained staff, medical personnel or other requirements that exceed the organization’s financial or supervisory capacity, or that increases the threat of harm to an individual or liability of the organization.

“Threat of harm” shall mean children who will not follow the Club rules, pose a flight risk, exhibit verbal or physical aggression toward other persons, require restraint, therapeutic treatment or specially-trained personnel or one-on-one supervision. When the organization receives a request, in writing, from a child’s parent(s) or guardian(s) to accommodate a special need, the Executive Director of the organization will:

o Review the request and schedule a meeting with the parent(s) or guardian(s) in order to discuss the nature of the request,

o Require the parent(s) or guardian(s) to provide any supporting medical documentation,

oReview the request with the Leadership Team to determine what form of accommodation can be offered and

o Schedule a follow up meeting with the parent(s) or guardian(s) to discuss what the will or will not do in response to the request.


The Boys & Girls Clubs of Western Lane County follows the Siuslaw School District policy on Immunization for consistency in the administration of the Immunization Policy and attendance at The CLUB.

A CLUB member must be fully immunized against certain diseases or must present a certificate or statement that, for medical or religious reasons, the member should not be immunized. Proof of immunization may be personal records from a licensed physician or public health clinic.

Any member not in compliance with Oregon statutes and rules related to immunization may be excluded from The CLUB until such time as he/she has met immunization requirements. Parents will be notified of the reason for the exclusion.


Although HIV (Human Immunodeficiency Virus), AIDS (Acquired Immune Deficiency Syndrome), and HBV (Hepatitis B Virus) are serious illnesses, the risk of contracting the disease at The CLUB is extremely low and generally limited to situations where non-intact skin or mouth, eye or other mucous membranes would be exposed to blood or any body fluids contaminated with blood from an infected person.

Since any risk is serious, however, The CLUB requires that staff and members approach infection control using standard precautions. That is, each member and staff member is to assume all direct contact with human blood and body fluids is regarded as known to be infectious for HIV, AIDS, HBV and/or other infectious diseases.

As a general rule, a student six years of age or older infected with HIV or HBV, and who does not present special risks to others in an educational setting is entitled to remain in a regular CLUB setting and eligible for all rights, privileges, and services as provided by law and Board policy. The CLUB recognizes that the student and/or parent has no obligation to report an HIV or HBV condition diagnosis to The CLUB.

"Special risk" member means those members infected with HBV or HIV whose health care provider has reasonable grounds to believe present special risk to other members or adults in an educational setting. Such special risks include, but are not limited to, a member’s ongoing history of biting others. If The CLUB is informed, The CLUB is also prohibited by law from releasing information unless the infected person or parent gives permission for such release.

If a member or parent wishes to divulge such information and continues attending The CLUB, The CLUB will meet with the infected individual or representative to develop appropriate procedures.

Parents of an HIV student five years of age or younger, or any other HIV student deemed special risk by the member's health care provider as well as parents of any member with AIDS, are required to notify the Executive Director of the member's infection in order for the member to be granted permission to continue to attend The CLUB. Failure to do so will result in an order by the Oregon Department of Human Services, Health Services, or local health department excluding the member from The CLUB or the parent may voluntarily withdraw the student from The CLUB.

“In accordance with Federal Civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA.

Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print, audiotape, American Sign Language, etc.) should contact the Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339. Additionally, program information may be made available in languages other than English.

To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD-3027) found online at:, and at any USDA office, or write a letter addressed to USDA and provide in the letter all of the information requested in the form.

To request a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter to USDA by:


U.S. Department of Agriculture

Office of the Assistant Secretary for Civil Rights

1400 Independence Avenue SW

Washington, D.C. 20250-9410 Fax: (202) 690-7442