Safety & Policies

How we keep kids, adults, and the community safe at WRC sessions.

Youth athlete safety

All adults working with youth at WRC sessions are:

  • SafeSport-trained under the USATF athlete-safety framework
  • Background-checked prior to working unsupervised with minors
  • Required to follow the two-deep rule — no one-on-one closed-door interactions with minors

Every minor runner requires a signed parental consent and emergency contact form before participating. Forms cover:

  • Medical conditions, allergies, medications
  • Emergency contact information
  • Photo / image release (opt-in, defaults to no)
  • Authorization for emergency medical treatment
  • Acknowledgment of inherent risks of distance running

Youth participants must be dropped off and picked up by a parent or designated guardian. Coaches do not provide transportation.

Run safety

Sunday meetups happen at a location chosen ahead of time. Some of these locations are enclosed and not adjacent to traffic; some locations are open and may be adjacent to traffic. Most locations are starting points for routes that may be enclosed, but are often adjacent to traffic and may require crossing traffic.

Any non-enclosed location or off-site runs (longer routes through town, park trails, etc.) follow these rules:

  • Groups stay together — no runner is dropped or left alone
  • Sweep (last) and lead coaches identified at every off-site run
  • Reflective gear required after dusk
  • Phone with charged battery required for solo runs of 5+ miles
  • Designated meeting points if the group splits by pace

Weather policy

  • Heat: sessions cancelled or shortened if heat index ≥ 95°F (per AAP youth guidance)
  • Cold: sessions modified if wind chill ≤ -10°F
  • Lightning: indoor or cancelled if lightning within 8 miles, cleared 30 min after last strike
  • Air quality: modified or cancelled if AQI ≥ 150 (per local DNR readings)

Cancellations are posted to the home page and the club’s communication channels, with a goal of it being at least 2 hours before the session, but otherwise ASAP.

Concussion & injury

Coaches follow the Wisconsin Interscholastic Athletic Association’s concussion protocol, even for youth runners not in the school system. Any runner showing signs of head injury, heat illness, or significant musculoskeletal injury is removed from the session and a parent (for minors) is contacted immediately.

We are not a substitute for medical care. We will call 911 first and ask questions later when warranted.

Code of conduct (summary)

The full Code of Conduct is short. The summary:

  • Respect every runner, every pace, every body
  • No harassment, hazing, or discrimination
  • No alcohol or drug use at club sessions or events
  • Coaches and adult mentors are accountable to a higher standard around youth
  • Concerns about coach conduct are taken to the Club President or USATF SafeSport — both contact paths are public

Reporting

If you have a safety concern about a coach, volunteer, or another runner:

  • Email: [email protected] (goes to Club President + Vice President)
  • USATF SafeSport hotline: 720-531-0340 (24/7)
  • Local police: 911 in emergencies

Privacy

We do not publish photos of minors without explicit parental opt-in. We do not sell or share member contact information. Full details on the Privacy page.