Policies and Logistics

Conservation Opportunities, Inc. Policies and Logistics

RULES. The most important part of CO’s Health and Safety Policy is following of the rules. The rules are set to provide for the safety of all participants. Breaking a rule puts all participants at risk, by distracting the chaperone’s attention, and is grounds for sending a participant home immediately at your parents’ expense.

Follow chaperone rules at all times.
Follow the dress code.
No tobacco, illegal drugs or alcohol.
No sexual behavior or coupling. Coupling or pairing off can divide the rest of the group, create cliques, and cause unnecessary tension.
No disruptive behavior. This is defined as any behavior that draws particular attention to you and that jeopardizes the safety of you, other participants or our instructors, or that negatively affects your group’s learning while on the trip.
No contact with bodies of water unless specifically directed by the chaperone. You may never go in the lagoon at La Tortuga Feliz nor the ocean or rivers at Escobilla Beach. You may only go in other bodies of water at public beaches or as directed by the chaperone. Do not drink tap water once we reach Mexico. Drink only bottled water or the treated water (in large blue dispensers) provided by La Tortuga Feliz.

Participants will not drive any motor vehicle, including vans, cars, or ATVs during the trip.

COMMUNICATION DURING THE TRIP. There is limited cell phone service at our field station at Escobilla Beach and at our lodgings at La Tortuga Feliz. For communicating with each other on Escobilla Beach, and for communication between Escobilla Beach, La Tortuga Feliz, and the Centro Mexican de la Tortuga, the biologists and our Tour Oaxaca guides use a combination of radios and cell phones. If there is an emergency in the field, parents will be contacted via phone from the nearest available site. If there is an emergency at home, parents can call the Centro Mexicano de la Tortuga, who will contact the guides and chaperones. Otherwise, remember: No news is good news!
TRAVEL AND CONSENT FORMS. You will receive forms at the first parent meeting. They are available in print form and electronically. All forms are due September 1. Timely submission of payments and paperwork helps ensure that you get on the trip and that the trip runs smoothly. CO does not grant refunds for cancellations based on complications with paperwork. If you are missing paperwork or payments within 2 months of the trip start date, you will be cancelled from the trip, and no refund will be given. If you anticipate difficulty meeting this deadline, please contact CO as soon as possible.

Notarized Permission to Travel. This form must be signed and notarized by both parents or legal guardians. If second parent is unavailable, one parent may sign the letter, but additional document proving sole custody is required. (Documentation may include: certified copy of divorce papers stating full legal custody of minor, birth certificate with one parent listed, death certificate, or adoption papers with one parent listed.)
CO Participant Agreement.
Participant Handbook and Policies and Logistics. By signing the above CO Participant agreement, parents are acknowledging that they have read the Participant Handbook and Policies and Logistics.
Copy of Passport

  Must be a clear and legible color copy – a smartphone photo of the passport lying flat works well.
           Passport must be valid for at least 6 months after your trip start date.
       If you do not currently have a valid passport, please start the process
            immediately to ensure you receive it in time for the trip.

o Visas. U.S. citizens do not require a visa. If you are not a U.S. citizen, it is your responsibility to check with the host country’s embassy and find out whether you will need a visa for the trip. Note: If you withdraw due to passport/visa complications within 30 days of departure, or if you are not allowed into the destination country, you will not be eligible for a full or partial refund. CO is not legally or financially responsible for issues that arise due to passport/visa difficulties.

o Medical forms: See details below for the required medical forms.

o Health Insurance Form
o Participant Medical History Form
o Physician Form
o Immunization record

HEALTH AND SAFETY LOGISTICS
CHAPERONE AND GUIDE SAFETY QUALIFICATIONS. Our chaperones are certified in Basic First Aid and CPR. Our Tour Oaxaca guides have an Emergency Plan. The nearest hospital to our field station is approximately one hour away by van in the city of Huatulco.
Health Insurance Form. All participants must be covered by medical insurance while on the trip, and the Health Insurance Form must be submitted to CO. CO recommends that you check with your insurance carrier to confirm that your coverage is valid in the host country. If not, we request that participants purchase medical insurance specifically for this trip. You may purchase temporary travel insurance from either a standard insurance company or from one that specializes in travel coverage.
Medical Forms. Medical forms are due by September 1. Please schedule an appointment with your doctor by the end of summer, so that the Physician Form can be turned in to CO by September 1. CO will review your health forms and may call and/or email to clarify questions. It is important that participants receive clearance specifically for this trip.
There are two Medical Forms that must be completed by September 1: Participant Medical History Form and the Physician Form.
1.    The “Participant Medical History Form” is completed by the participant and parents. This information helps us understand and assess your medical needs in order to create the safest and best experience possible for you while on the trip. Please fill out this section with as much detail as possible.
2.    The “Physician Form” must be completed and signed by a licensed medical professional (CO only accepts MDs, PAs, NPs, and DOs). Please check with your doctor to see if you will need a check-up prior to completing the form – they will need to review the Participant Medical History form and confirm its accuracy and/or make changes. To prevent delays, you should also review the Physician Form, once completed by your doctor, to ensure it is filled out completely.

Health Status & Medication Changes. If there is a change in your medical status after submitting the Medical Form—including recent hospitalizations or ER visits, CO must be notified immediately so we can update our records and inform our program partners about the changes prior to the trip. Changes must be reviewed by CO in order for you to be cleared to participate. If you learn of any medical conditions that you suspect may jeopardize your ability to participate in the trip after you have enrolled, (severe food allergies, physical disabilities, life-threatening illnesses or other major medical conditions), please notify CO as soon as possible. Any cost incurred as a result of not communicating medical changes will be the sole responsibility of the participant.
Immunizations. With the exception of an up-to-date tetanus and Covid vaccination and booster, CO does not require vaccinations in order to participate in this trip. We do recommend, however, following CDC recommendations and consulting your physician on this matter. We recommend that parents give a copy of participant immunizations to the CO chaperone to carry on the trip.
Medications. All medications taken by minors (under 18) will be collected by CO instructors within the first 24 hours of arrival in the host country. The only exceptions to this policy are asthma bronchodilator inhalers, epinephrine, and injectable insulin (see below for more information). On the trip, a CO chaperone will confidentially dispense and document each individual’s medication usage (this includes all prescribed oral contraceptives). This ensures that medications are taken as prescribed and that they are stored safely throughout all activities. Participants carrying inhalers, epinephrine, and insulin work directly with our instructors to document their medication usage.
Important Medication Reminders.
• Record all medications on your Medical Form.
• Prescribed medications must come in a pharmacy container with a legible label that includes the participant’s name, the physician’s name, the medication name, and the dosage and frequency requirements. This also ensures that meds will make it through airport security.
• Keep all medications, vitamins, supplements, etc. in their original and appropriately labeled bottles or containers.
• Bring enough for the entire length of the stay, as well as an extra night in case of travel delays.
• Do not mix medications.
Asthma Inhalers: If you have a prescription for an inhaler, you are required to bring two inhalers on your trip. You will carry one inhaler, and the CO chaperone will carry the other. If you do not have two inhalers when the instructors check with you at the beginning of the trip, you will not be allowed to go into the field until a second inhaler is obtained.
Epinephrine: If you are prescribed an epinephrine injection, you are required to bring at least one dose. You will carry it with you on the trip and should know how to use it. We recommend injections in the form of an EpiPen® or Twinject®, which are easier to self-administer during a reaction.
Insulin and Other Injections: CO must be notified at least two months in advance of the trip start date if a participant will be injecting medicine while on the trip. We expect participants who use injections (e.g. – insulin, growth hormone shots, anti-allergy shots, etc.) to be able to self-administer. If your medication needs to be kept cool, please note this on your Medical Form, and the instructors will store the injections for you throughout the trip.
Diabetes: If you have diabetes, please contact CO directly to provide more information. Diabetic participants using injectable insulin will be allowed to keep their insulin and supplies on their person for easy access, but they must assist EPI instructors in documenting its usage (as per all medications on trip).
Preventative and “Just in Case” Medications: Please do not bring preventative or “just in case” medications that you do not take on a regular basis (e.g. – aspirin, antacids, antibiotics, anti-diarrheals, etc.). Tour Oaxaca has a first aid kit stocked with over-the-counter medications, which can be dispensed as needed. Any preventative or “just in case” medicines brought on the trip will be collected and held for the length of the trip, unless otherwise instructed by a doctor and then returned to you upon departure for home. If a participant gets sick on the trip, the participant will be taken to a local licensed medical professional. Our protocol is to have licensed medical professionals diagnose and treat illness, not EPI instructors.

COSTS AND PAYMENTS
COST. The cost of the trip, NOT including airfare, is approximately $1,700. Airfare usually costs approximately $900/ticket. Estimated costs and budget based on 12 participants and 2 chaperones are detailed below. Participants can typically raise between $300 and $700 each in club fundraisers towards their trip. Parents are needed to assist with fundraising events.
PAYMENTS.
           • The $250 enrollment deposit is due on June 1 and the $500 tuition deposit is due September 1. These deposits are non-refundable and non-transferable and are applied to the tuition balance. Final payment for the remaining tuition balance/less fundraised dollars, is due on November 1. A $50 surcharge will automatically be applied to the participant account if the tuition deposit and/ or final payment are past due.
  Once are travel dates are firm, you will purchase your plane ticket directly from our travel agent, Anna Eiselein. The cost of the ticket is usually between $800 and $1,000. If you cancel your trip, you “own” the ticket, and can use it for other travel on that airlines, minus the airline cancellation fee. Because we are traveling as a group, you will NOT be able to use frequent flyer miles to pay for this trip.