Bringing Christmas Cheer into the Community! (860) 581 - 3867
Code of Conduct & Requirements
Dear Parents, Legal Guardians, Student and Adult Applicants,
All Volunteers (Touring and Non-Touring) must sign and return this Code of Conduct and ALL other required forms back to CCMT before they can begin any project for the safety and flow of the organization and other volunteers. It may be a lot to cover, but these are areas that have come up in the past and we have had to find a way to prevent them from coming up again in the future.
Please understand that we cannot and will not allow anyone to join CCMT on any level without all applicable dates and signatures on ALL applicable forms. Currently, there are 30 student Touring spots and even more Non-Touring spots that are available in the CCMT organization.
All spots will be filled on a first come / first serve basis. Those applicants who get all required forms filled out completely with correct dates, signatures and photos into our office and complete their interview with their parent(s) by the assigned deadlines will be given their spots first.
Thank You for your cooperation!
General Code of Conduct for All Volunteers
1) SIGNING FORMS (EVERYONE)
We know it can be cumbersome to read and sign so much information. However, being a nonprofit, we have to take safety and commitment very seriously. There are people who look forward to us every year and if we don’t have your commitment and safety information in place, then we cannot fulfil our commitments to uplift the people in our communities virtually or in-person who are expecting us.
Listed below are the other major reasons why we have so many forms:
A) SAFETY
Every parent, legal guardian, volunteer and student deserves to feel very safe, secure and comfortable to know that we have an action plan in place for you in case an emergency comes up. It is better to be over-prepared than under-prepared in these situations.
B) COMMTIMENT
Your words and written agreements affect EVERYONE we come in contact with – even your fellow carolers or virtual team members. We assign Touring and Non-Touring tasks, projects, solos, duets and background vocals based on which songs each caroler likes and it makes them like what they are singing even more. If we assign you a specific part in the CCMT organization, we are counting on you to come through.
If you don’t show up, that throws your entire (Touring or Non-Touring) team out whack. It may mean that we won’t be able to sing a certain song the way we rehearsed it, or deliver a gift the way it was promised. And, it is not fair that the rest of your teammates would have to try to learn your part or do extra work without enough time to practice or complete your tasks. We guarantee you that the songs you sing or the cards you write are someone’s favorites even if they are not your favorites.
C) FINANCIAL ACCOUNTABILITY
This organization and the methods in how we bring Christmas cheer into the community costs a lot of money. All year long we ask people and businesses in the community to make financial donations to CCMT so that we have enough money to do all the things we do and that you (and your children) want to do. If we are not committed to doing our part of CCMT that we sign up for, we would appear to be careless, lazy or sloppy. Why would anyone give any of their hard earned money as a donation to CCMT? Would you give your money to a sloppy organization?
So please, if you are serious, fill out every form in a legible fashion, in its entirety and on time. And, do your part to show up on time, with a good attitude and to do your best. Hurting and lonely people are looking forward to hearing you sing and seeing your smiling face – even if you think you can’t sing well.
2. TRANSPORTION
It is up to each Touring or Non-Touring, student or adult volunteer to find timely and reliable transportation to and from rehearsals and performances, goodie bag days and all other events, fundraisers and activities on time. If carolers miss more than 2 rehearsals, or if you miss either of the 2 tour dates / performances, they may be dismissed with NO community service hours granted. The rehearsals are for the purpose of the tours. You cannot earn hours for the rehearsals and not show up to the tour.
3) MEDICAL FORMS / EMERGENCY CONTACTS
Every volunteer, chaperone and paid staff (Touring and Non-Touring) WILL BE REQUIRED to fill out a medical form in its entirety with an additional emergency contact and / or permission slips in case there are emergencies of some sort while on CCMT property or during any CCMT activity / event. Without this medical information and instructions, we cannot allow entrance into the organization in any capacity.
4) MEDICAL INSURANCE
You must understand and agree in writing that “Christmas Caroling Ministry Tour, Inc” is NOT an employer and there is no medical insurance provided by CCMT. You agree that you / your child are volunteering on your own free will and are responsible for your own or your child’s medical care if any medical condition or emergency should arise while you or your child is in the presence of CCMT or on their property or the property of any homes or facilities that CCMT visits.
5) DOCTOR PRESCRIBED MEDICATIONS AND EQUIPMENT
You must understand and agree in writing that if your doctor has prescribed you or your child any medications that could be considered as recreational or medically necessary that you and your child may be required to provide proof of such medication from the doctor who prescribed it. You agree that this is for the protection of you, your child, other participants, board members or anyone who is associated with “Christmas Caroling Ministry Tour, Inc.” in any capacity including donors and recipients of “Christmas Caroling Ministry Tour, Inc.”.
6) SUGAR CLAUSE
A few years ago, we learned that some parents decided to feed their children sugary products, carbs and candies instead of a more balanced meal prior to them arriving to rehearsals, the tours and even goodie-bag / craft days in the office. We just could not get a handle on their behavior. It led to several children running around the buildings (both inside and outside) and created chaos and near miss injuries to almost everyone in the area. We even had to cancel the second day of the tour that year and have the Board Members show up to finish the tour. Because of this, every parent and volunteer (regardless of age) must sign the sugar clause to help prevent similar circumstances in the future . (Medical reasons are different and will need to be documented by a medical licensed physician on a case by case basis).
7) FOOD AND DRINK
There is no food or drink allowed on the premises of CCMT or wherever rehearsals or performances are held. Please make sure you and / or your children have eaten and are comfortably hydrated BEFORE arriving at all rehearsals, tours and events. CCMT will provide bottled water and a break halfway through the rehearsals and tours. There will be a meal or two provided during each of the TOUR dates, but not before, during or after rehearsals or other activities. Due to insurance issues, we cannot allow people to bring their food to eat during any regularly scheduled events. Please do NOT bring food or drink onto the premises.
8) PHYSICAL AND VERBAL RESPECT
If you misbehave, talk back, leave or wander away from your position in or outside of the CCMT office (or any premises we are on), run around in the rehearsal site, churches / facilities or any other public place we perform, play drums or other instruments when told not to, pout, TOUCH OR LEAN ON MIC OR MUSIC STANDS, make ugly faces, bite or degrade someone, this is grounds for automatic dismissal with NO community service hours issued.
Any monies you have collected from donors on your behalf to cover any of the group costs will be considered as a tax-deductible and non-refundable donation to CCMT so that the bus rental fee, goodie bags and other items purchased and accounted for will not be interrupted for the rest of the groups. We also reserve the right to contact all your donors and make them aware of each incident that violated the policies of CCMT.
9) PERSONAL BELONGINGS
Each participant of CCMT is responsible for their own belongings, whether they are articles of clothing, instruments, cell phones or any electronic device, money, credit cards, student ID’s, jewelry, medications or anything else. If you lose them, it is on you and at your own cost. CCMT IS NOT RESPONSIBLE FOR LOST, DAMAGED OR STOLEN BELONGINGS OR PROPERTY.
10) PERSONAL SPACE AND PROPERTY
a) Keep your hands, lips, feet and buttocks to yourself.
b) If an item of any kind is not yours, do not touch it.
c) If you violate anyone’s body or property, you are dismissed with NO community service hours issued and NO REFUNDS of donations that were received on your behalf by people you asked.
d) All parents, teachers, pastors and legal guardians of both the offender and the “victim” may be notified immediately by phone and later in writing.
WE HAVE A ZERO TOLERANCE POLICY for violating the personal space and property of others.
11) COMMUNICATING WITH YOUR SUPERVISOR / PROJECT LEADER
If you need to cancel a rehearsal or activity or show up late, you must speak to your supervisor or team leader personally in the form of a live phone call at least 4 hours prior to a rehearsal, and at least 24 hours prior to a tour date, fundraiser or any other activity and you do not show up as agreed, this could be automatic grounds for dismissal with no community service issued (depending on the activity you missed).
Why? Text messages are not always feasible and often do not go through on time. More times than not, phone batteries “die”, notification sounds did not go off or someone just simply “didn’t hear it”.
Not only that, but when we are in the middle of rehearsals, driving or performances, we cannot interrupt such activities and just drop what we are doing (playing an instrument, holding a songbook, practicing a routine) and pick up a phone in order to answer it or text back at that moment. Therefore, this will be considered unacceptable communication and you may be at risk of losing ALL community service hours at that time.
If you cannot get a hold of your supervisor or project leader, continue trying. Unless the choir director, supervisor or team leader gives you a return text message or phone call within 10 minutes, you should make every effort to initiate a live phone call.
If you do end up getting dismissed from the organization, all monies collected will be considered as a TAX DEDUCTIBLE and NON-REFUNDABLE donation to CCMT so the rest of the projects can continue as planned for.
12) ADDRESSES FOR SPECIAL STOPS
Door to door caroling forms will be provided to all students at the beginning of their tasks and especially Touring volunteers during the first rehearsal along with verbal reminders up until the tour planning deadline. Each form must be submitted to CCMT no later than the first Friday in November in order for CCMT to construct a tour map to provide to the bus company in advance of the tour dates. If the addresses are wrong or the people are not home, unfortunately, we CANNOT reschedule them and / or backtrack. It is our hope to visit everyone on your list and bring as much cheer to as many people as we can.
13) CONFIDENTIALITY OF ADDRESSES
No one associated with CCMT is allowed to take photos or videos, write down addresses or reveal the addresses of any of the recipients' homes we visit. This means no Instagram, Twitter, Facebook, Skype or any other form of social media outlets not mentioned here. This could be a violation of privacy and legal charges can / will be filed against any and all persons who do this. CCMT shall be held harmless in such cases.
14) DRUGS, ALCOHOL AND NICOTINE
You must understand and agree in writing that neither you nor your child is allowed to smoke cigarettes, bring any illegal or illicit drugs or medical marijuana or alcohol onto the premises of “Christmas Caroling Ministry Tour, Inc.” You also agree not or have it on your person during any “Christmas Caroling Ministry Tour, Inc” rehearsals, tours, fundraisers, activities or events; nor are you or your child allowed to be under the influence of any such items listed above or any other items that are illegal or illicit in accordance with the laws of the land that may not be listed above. Violation of this is automatic grounds for dismissal with no community service hours issued. We have a ZERO TOLERANCE policy for this.
15) WEAPONS AND VIOLENCE
You must understand and agree in writing that neither you nor your child will be permitted to carry any kind of gun, rifle, knife, pocket knife, scissors, razors, lighter, matches, dynamite, fireworks, sparklers or other bomb-like materials or chemicals at any time on CCMT property or any property that CCMT visits.
You must also understand and agree in writing that if CCMT considers any of your or your child’s personal belongings to be dangerous that CCMT has the right to collect such items from you or your child immediately without resistance from you or your child for the remainder of the rehearsal, tour or other activity or event and that is taking place and that CCMT will return it promptly to the adult volunteer or adult parent upon dismissal of the activity. If you or your child does resist CCMT, you agree that this is automatic dismissal from CCMT, and no community service hours will be issued, and that law enforcement may be brought in. We have a ZERO TOLERANCE policy for this.
16) UNAUTHORIZED ATTENDANCE
Due to insurance issues, other children outside of CCMT will not be allowed at the rehearsal site or on the tour bus and locations.
Carolers and volunteers cannot babysit their siblings, friends or family members and will be dismissed with no community service time issued.