Program Policies & Participant Guidelines

1. Registration & Participation Requirements

All participants must submit a fully completed and approved registration packet prior to attending any session, event, lesson, volunteer shift, or therapeutic activity at Shadow Hills Riding Club (SHRC). No exceptions will be made for incomplete, verbal, or informal registration attempts.

 

Required documentation includes:

• Emergency Contact Form – must include at least two active phone numbers and current addresses.

• Medical Disclosure & Release Form – includes relevant behavioral, physical, and psychological history; omissions or falsifications may result in removal from programming.

• SHRC-Specific Liability Waiver – tailored to reflect equine and ranch-specific risks (see Section 2).

• Policy Acknowledgment Form – confirms that the participant and/or guardian has read, understood, and agrees to all current SHRC policies in full.

 

Authorization for Minors:

• Only a legal parent or court-appointed guardian may sign registration materials for a minor.

• SHRC does not accept signatures from grandparents, stepparents, siblings, family friends, babysitters, or other non-legal guardians.

• Proof of legal guardianship must be provided upon request.

• If guardianship is in dispute or unclear, SHRC reserves the right to deny participation until verified through proper documentation (e.g., court orders, legal custody documents).

 

Registration Packet Requirements:

• All forms must be submitted on official SHRC-issued documents. We do not accept altered, partial, or outdated versions.

• Documents must be filled out completely, signed in all required fields, and legible. Electronic signatures are accepted only if verified by SHRC administrative staff.

• Registration must be submitted in advance and approved in writing by SHRC administrative staff before the participant arrives on-site.

 

Failure to comply with any portion of this registration policy may result in:

• Denial of entry to the program or property

• Cancellation of scheduled sessions

• Loss of placement in ongoing or future programs

• Forfeiture of any associated program fees (see Refund Policy)

 

By submitting a registration packet, all participants and families acknowledge their agreement to fully comply with SHRC’s safety protocols, legal requirements, and conduct standards at all times.

 

2. Liability Waivers (California Civil Code §1668)

In compliance with California Civil Code §1668 and best practices for risk management in equine-assisted activities, Shadow Hills Riding Club (SHRC) requires a signed, program-specific liability waiver from every individual who enters SHRC property or participates in any activity, regardless of their role or relationship to a participant.

 

A current SHRC-specific liability waiver is required for the following individuals:

• All participants, including both minors and adults

• All parents or guardians who accompany minors to SHRC sessions

• All volunteers, regardless of age or role

• All behavioral aides, support workers, or service providers who accompany participants

 

By signing the SHRC liability waiver, all parties acknowledge and accept the following:

• Equine and ranch-based activities carry inherent risks, including but not limited to injury, emotional distress, property damage, or death.

• Participants voluntarily assume full legal responsibility for their safety and the safety of minors under their care while on SHRC property.

• SHRC, its board, staff, volunteers, and affiliates are not liable for injuries, accidents, or damages arising from participation, animal interaction, environmental conditions, or equipment use, provided SHRC has not engaged in gross negligence or willful misconduct.

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Important Notice:

This section is for informational reference only.
A signed SHRC-issued liability waiver must be completed in person or via official registration channels before participation. Website content does not replace or function as a signed agreement.

 

Void or Incomplete Waivers:

Any waiver that is missing required information, such as:

• Legal parent/guardian signature

• Participant name

• Date of signature

• Program-specific acknowledgment

...will be considered void and will result in:

• Denied participation

• Cancellation of sessions

• Ineligibility for program entry until corrected

SHRC does not accept generic or third-party waivers from other facilities or programs.

 

Annual Renewal Requirement:

• All liability waivers must be resubmitted and re-signed annually, or when:

• A new session cycle or season begins

• A participant’s medical condition or guardian changes

• A new support aide or service provider is added

• Any significant change in program structure occurs

 

No individual will be permitted on SHRC property without a valid, complete, and current SHRC liability waiver on file.

 

Waiver Updates & Compliance

SHRC reserves the right to update its waiver language at any time to reflect:

• Regulatory changes

• New insurance requirements

• Facility updates or expanded services

• Legal or safety advisories

 

It is the responsibility of participants and their families to stay informed of any updates and return signed, revised waivers as required. Program access may be suspended until forms are submitted.

 

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3. Aide & Support Worker Policy

Shadow Hills Riding Club (SHRC) maintains a strict policy regarding behavioral aides, therapeutic support workers, and third-party companions to ensure the safety of all participants, uphold insurance standards, and remain compliant with California law and PATH Intl. guidelines.

 

3.1 Approval Requirements

SHRC only permits aides, behavioral support workers, or third-party therapeutic companions under the following conditions:

• Must be at least 18 years of age

• Must be pre-approved in writing by SHRC administrative staff prior to arrival

• Must submit all required documentation as requested by SHRC

• Must sign and agree to SHRC’s policies, safety protocols, and liability waivers

SHRC reserves the right to deny or revoke approval at any time due to safety concerns, program disruptions, or non-compliance

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3.2 Prohibited Roles and Limitations

• Minors may not serve as aides or behavioral support workers under any circumstances

• Friends, babysitters, siblings, or other informal companions are not authorized support personnel

• Aides may not override staff directions or interfere with session structure

• All aides must remain in the designated area and act under the guidance of SHRC staff at all times

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3.3 Unauthorized Support Workers

Unapproved individuals attempting to act in a support role will be:

• Denied access to the program area

• Asked to leave the premises

• Subject to documentation and review by SHRC leadership

Participation may be suspended until appropriate support arrangements are verified and approved.

 

3.4 Policy Enforcement and Legal Compliance

This policy is enforced to:

• Reduce legal and insurance risk

• Ensure safe interaction between all participants and horses

• Comply with California Civil Code §1668 and nonprofit operational standards

This policy is non-negotiable. Failure to comply may result in denied participation or removal from current and future programming.

4. Supervision & Drop-Off Policy

To ensure the safety of all participants and uphold SHRC’s standards as a therapeutic equine-based nonprofit organization, we strictly enforce the following supervision and drop-off procedures. These guidelines are aligned with California legal requirements, nonprofit risk mitigation standards, and best practices for youth and special needs programming.

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4.1 Authorized Pickup and Drop-Off

• All minors must be dropped off and picked up by an adult listed on the participant’s official registration form.

• SHRC does not accept drop-offs or pickups from:

• Rideshare services (e.g., Uber, Lyft)

• Taxi drivers or delivery personnel

• Unlisted or unauthorized individuals

• A valid photo ID may be requested at any time to confirm the identity of a pickup adult.

 

4.2 Supervision Rules Based on Session Type

• For all standard sessions (45 minutes), parents or legal guardians are required to remain on the property for the duration of the session.

• For extended sessions (longer than 1 hour), drop-off and pickup may be allowed only if previously approved and all required documents are on file.

• SHRC reserves the right to require parents or guardians to stay on-site if:

  • Behavioral, emotional, or medical support is necessary

  • A participant is undergoing evaluation or staff observation

  • The participant’s previous conduct indicates that additional supervision is warranted

• SHRC is not a childcare provider and does not offer supervision services before, during, or after programming for non-participating minors.

 

4.3 Special Needs & Aide Determinations

• All special needs participants must undergo an annual assessment before enrollment in any SHRC program.

• This evaluation will determine whether:

  • An aide or behavioral support worker is required

  • Guardian presence is necessary for safety or communication

  • SHRC programming is an appropriate fit for the participant

• SHRC reserves the right to deny or delay participation if this process is not completed.
   

 

4.4 Teen Volunteer Supervision

• All volunteers under the age of 18 must be directly supervised by their parent or legal guardian at all times while on SHRC property.

• This applies to:

  • Orientation sessions

  • Work shifts

  • Special events

  • Any situation involving interaction with animals, tools, or vulnerable populations

• There are absolutely no exceptions.

  • SHRC does not permit unsupervised minors to remain on the premises under any circumstances, even with prior volunteering experience.

  • Any violation will result in immediate dismissal and loss of future eligibility.

 

4.5 Guardian Supervision Responsibilities

• Parents and guardians are solely responsible for supervising their child:

  • Before and after the scheduled session

  • During non-program transition times (e.g., snack breaks, bathroom visits)

  • While observing sessions or volunteering with their child

• SHRC staff and volunteers are not responsible for managing, watching, or redirecting minors outside of their direct session responsibilities.

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4.6 Late Pickup Protocol

• Late pickups are documented and will result in:

  • Written warnings

  • Administrative fees for staff time, gate management, and ranch liability

  • Permanent suspension from programming if the issue becomes recurrent

• Emergencies must be communicated in real time via phone or email to SHRC administration.

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4.7 Enforcement & Liability

• SHRC reserves the right to immediately suspend or remove a participant if:

  • A minor is left unsupervised

  • A parent or guardian fails to comply with drop-off/pick-up procedures

  • An unauthorized individual attempts to transport a participant

• These rules apply regardless of past involvement, history with SHRC, or informal accommodations.

• This policy exists to protect SHRC’s license, insurance, and legal standing, and will be enforced without exception.

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5. Code of Conduct

All individuals entering SHRC property or participating in programs must conduct themselves with professionalism, respect, and safety at all times. This policy ensures the well-being of vulnerable populations we serve, upholds the therapeutic integrity of our environment, and protects SHRC’s nonprofit status, insurance coverage, and facility licenses.

 

5.1 Required Conduct for All Individuals

Participants, parents/guardians, aides, visitors, and guests must demonstrate appropriate behavior and respectful engagement at all times, including:

• Respecting SHRC staff, instructors, and volunteers

• Showing kindness and cooperation toward fellow participants and their families

• Handling horses and animals only when supervised and permitted

• Following all posted signage and staff directions immediately

• Keeping noise and movement calm and predictable around animals

• Respecting all SHRC property, equipment, fences, stalls, and facilities

 

5.2 Prohibited Conduct – Zero Tolerance

The following are strictly prohibited on SHRC property and during any SHRC-related activity:

• Verbal abuse, yelling, profanity, or threatening behavior

• Attempts to override policies or dispute staff safety decisions

• Gossip, defamation, or manipulation of program staff

• Any disruptive, unsafe, or argumentative behavior

• Entering restricted areas without staff permission

• Rough handling of animals or ignoring safety instructions

• Smoking, vaping, or open flames of any kind

• Possession or use of alcohol, drugs, cannabis, or intoxicants

• Possession of firearms, knives, or any weapon (real or replica)

• Wearing clothing with offensive, violent, drug-related, political, or sexually suggestive imagery or language

• Bringing fireworks, lighters, or any ignition devices

• Sexualized behavior or language, including flirtation or inappropriate conversation

• Politically charged debates or commentary in shared or public areas

 

5.3 Enforcement & Disciplinary Action

Any person engaging in the above conduct may be:

• Immediately removed from the property

• Permanently banned from participation

• Issued a formal no-trespass notice

• Documented internally for safety or legal review

• Report to law enforcement if the behavior violates local or state law

SHRC reserves the right to act without prior warning depending on the nature and severity of the behavior. Decisions are made to protect participants, staff, animals, and the organization as a whole.

 

5.4 Applicable to All Individuals on Property

This policy applies to:

• Registered participants (minors and adults)

• Parents and legal guardians

• Behavioral aides and case workers

• Drivers, friends, siblings, and other observers

• Volunteers and teen helpers

• Visitors attending events, lessons, or tours

 

SHRC is a private nonprofit facility, not public property. Presence on the ranch is conditional on full adherence to these expectations.

 

6. Refund & Cancellation Policy

Refunds will not be granted in cases including, but not limited to:

• Violation of SHRC policies or procedures

• Incomplete, falsified, or improperly submitted paperwork

• Missing or invalid waivers

• Participant disqualification for any reason, including behavioral issues, safety concerns, or documentation deficiencies

• Tardiness, late arrivals, or failure to check in properly

• Absences due to unsupervised minors

• Illness, injury, or emergencies, unless accompanied by valid written documentation and approved at SHRC’s sole discretion

SHRC reserves the right to deny participation and retain all fees paid if a participant or guardian fails to meet any program requirement, including punctuality, preparedness, or cooperation with staff.

All refund decisions are made at the exclusive discretion of SHRC and are final.

 

7. SAFETY REQUIREMENTS & EMERGENCY PROTOCOLS

Shadow Hills Riding Club (SHRC) is an active working ranch with live animals, uneven terrain, heavy equipment, and dynamic equine activity. All individuals on the property—participants, parents, volunteers, and visitors—must follow SHRC’s safety protocols without exception to protect themselves and others from harm and to ensure compliance with liability standards under California Civil Code §1668.

 

7.1 General Safety Rules

All persons entering SHRC property must adhere to the following:

• Wear closed-toe shoes at all times. No sandals, flip-flops, Crocs, or open-back shoes are permitted on any part of the property.

• Stay out of restricted areas, including barns, tack rooms, feed rooms, paddocks, animal enclosures, equipment storage, or staff-only zones, unless escorted by SHRC staff or volunteers.

• Follow posted signage and all verbal instructions from SHRC staff without argument or delay.

• Refrain from shouting, running, or sudden movements near animals, as these can trigger dangerous reactions.

• Do not feed, pet, or approach any animal (including horses, livestock, or small animals) without direct staff permission and supervision.

• Do not enter arenas, round pens, or handling areas unless authorized to do so by SHRC personnel.

• No smoking, vaping, open flames, or fire-starting devices are allowed anywhere on SHRC property, including parking areas.

• No weapons, explosives, illegal drugs, alcohol, or offensive materials (including political signage, lewd attire, or profanity-displaying clothing) are permitted at any time.

• No use of cell phones or earbuds in active equine areas unless pre-approved by staff for accessibility purposes.

• No dangerous, distracting, or disrespectful behavior toward animals, staff, or other participants will be tolerated.

 

7.2 Guardian and Participant Responsibilities

• Parents or guardians must supervise minors before and after their session and during any breaks or unstructured time on site.

• Children may not roam or observe sessions independently. SHRC is not a daycare or childcare provider.

• Participants and their families are expected to behave in a manner that promotes a safe, calm, and respectful learning environment.

• Participants who demonstrate unsafe behavior, refusal to follow staff direction, or any form of aggression toward animals or people may be removed from programming without refund.

 

7.3 Emergency Preparedness

SHRC maintains a comprehensive Emergency Action Plan (EAP) that outlines response procedures for all major incidents, including:

• CPR- and First Aid-trained staff present during all program hours

• Immediate access to emergency contact and medical release information

• Designated evacuation routes and protocols for fire, earthquake, or civil emergency

• Emergency Medical Services (EMS) will be called without delay if a serious incident occurs

• Emergency drills may be conducted as part of annual safety compliance

In the case of a medical, emotional, or behavioral emergency, SHRC will act in the best interest of the participant, including contacting emergency services or guardians if appropriate.

 

7.4 Assumption of Risk & Liability Disclaimer

By entering SHRC property or participating in its programs, all individuals voluntarily assume the inherent risks associated with equine activities and ranch environments, including but not limited to:

• Unpredictable behavior from animals

• Accidents while grooming, handling, or riding horses

• Uneven ground, exposure to allergens, wildlife, or weather

• Human error or equipment failure

 

SHRC is not liable for any injury, illness, or accident resulting from:

• Failure to follow posted rules or staff instructions

• Entry into restricted or unsupervised areas

• Reckless behavior or disrespect of animal boundaries

• Inadequate supervision of a minor by their guardian

• Refusal to comply with safety procedures

• Petting or feeding horses or animals without permission

• Accidents during riding or working with horses (as covered under SHRC’s signed liability waiver)

 

Important Legal Disclaimer:
This website and its content are for informational purposes only and do not constitute a legally binding agreement. Participation in Shadow Hills Riding Club (SHRC) activities requires submission of a signed SHRC-issued Release of Liability and Assumption of Risk Waiver, in accordance with California Civil Code §1668. SHRC does not waive liability for gross negligence, willful misconduct, or unlawful actions.

All individuals entering the property or participating in programs must:

• Have a completed SHRC-specific waiver on file

• Acknowledge that equine and ranch activities carry inherent risks

• Accept that SHRC is not liable for injuries or incidents arising from ordinary negligence

SHRC reserves the right to refuse entry or participation to any individual without a current, complete, and approved waiver on file.

 

Liability Waiver & Assumption of Risk

All individuals entering SHRC property or participating in its programs are required to sign a formal Release of Liability and Assumption of Risk Waiver as part of their registration packet.

This waiver is legally enforceable under California Civil Code §1668, which allows participants to release an organization from liability for ordinary negligence. However, SHRC does not waive liability for gross negligence, willful misconduct, or unlawful acts.

The required SHRC waiver clearly outlines that:

• Participation is voluntary and inherently involves risk

• Equine and ranch activities may result in injury, illness, or death

• The participant and/or legal guardian assumes full responsibility for those risks

• SHRC is not liable for claims resulting from ordinary negligence consistent with applicable California law

SHRC reserves the right to deny participation to anyone who has not submitted a complete and signed waiver prior to beginning any session or activity.

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8. Animal Welfare & Volunteer Expectations

SHRC enforces a zero-tolerance policy for any mistreatment, yelling at, or rough handling of animals under any circumstances.

 

8.1 Participant & Visitor Boundaries

No participant or visitor may:

• Feed or interact with animals without staff permission

• Handle horses independently

• Enter barns, paddocks, or restricted areas without direct adult staff supervision

These rules are in place to protect animal welfare, ensure safety, and comply with liability protocols under California law.

 

8.2 Volunteer Responsibilities

Volunteers must:

• Follow all assigned roles and remain within the boundaries of their training

• Maintain professionalism and focus while on duty

• Immediately report any safety concern, injury, or policy violation to SHRC staff

 

8.3 Advanced Horse Handling Policy

Volunteers who wish to work with horses independently must:

• Complete all required SHRC training programs and safety orientations

• Be pre-approved by SHRC staff for advanced handling roles

• Sign an acknowledgment form confirming they understand:

  • The risks inherent in equine activities (including injury or death)

  • Their responsibility is to follow all safety rules, equipment protocols, and emergency procedures

  • That SHRC reserves the right to suspend or revoke horse-handling privileges at any time

Important: Even trained volunteers are expected to ask for guidance when unsure, follow direct instructions without hesitation, and maintain the highest standard of care when interacting with animals.

Failure to comply with any of the above may result in immediate removal from volunteer duties and, if necessary, termination of volunteer eligibility.

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9. Photography & Media Use

• SHRC may capture photographs or video of sessions for:

  • Program documentation

  • Educational use

  • Grant or nonprofit reporting

  • Public outreach and marketing

• If you wish to opt out of all media use, a written request must be submitted at the time of registration.

• Participants or families may not photograph or film other riders, staff, or sessions without written permission from SHRC.

 

10. Client Privacy & Records Access (HIPAA-Aligned)

• SHRC follows HIPAA-aligned best practices for protecting medical and behavioral information.

• Files are stored securely and are only accessible by authorized SHRC personnel.

• No personal information will be released without written consent from the participant or their legal guardian (if a minor), except when required by law.

To request access to a participant’s records:

• Email: info@shadowhillsridingclub.org

• Subject Line: “Record Request – [Participant Name]”

• Allow 3–5 business days for processing

• Requests must be submitted by the legal guardian listed on file if the participant is a minor.

 

SHRC retains participant records for internal program documentation only and does not share data with external vendors, insurance providers, or third parties without legal necessity or explicit consent

 

11. Communication Policy

All official communication related to participation, registration, scheduling, documentation, and program matters must go through the SHRC administrative staff at info@shadowhillsridingclub.org or through designated business phone and text lines.

SHRC conducts official business through phone and text only when initiated by SHRC administrative staff or when pre-approved for scheduling and documentation purposes. Instructors and volunteers are not authorized to handle participant records, requests, or program changes.

 

11.1 Communication Boundaries

• SHRC does not conduct official business through:

  • Instructors' or volunteers' phones

  • Social media messaging

  • Private or personal communication channels outside of the organization

• Instructors and volunteers are not authorized to respond to:

  • Scheduling questions

  • Policy clarifications

  • Special requests

  • Program disputes or documentation issues

Please contact the administrative staff for all such matters.

 

11.2 Professionalism & Mission Alignment

As a therapeutic nonprofit serving families, youth, and veterans, SHRC maintains a strict professional boundary. All communication must reflect:

• Respectful tone

• Mission-focused intent

• Clarity and relevance to participation

SHRC does not tolerate communication that is:

• Romantic, flirtatious, or suggestive

• Emotionally manipulative or designed to elicit special exceptions

• Personal in nature or directed toward building inappropriate relationships with staff or volunteers

 

11.3 Inappropriate Contact

• Repeated contact after a matter is resolved may result in written-only communication limits.

• SHRC reserves the right to:

  • Restrict or block phone/text access

  • Remove an individual from the program

  • Issue a no-contact or no-trespass notice to protect staff or volunteers

 

12. Harassment, Boundaries & No-Trespass Policy

• SHRC protects staff, volunteers, and participants from any form of harassment, intimidation, or retaliation.

• Continued contact after removal or disqualification will result in:

  • Internal documentation

  • Issuance of a formal no-trespass order

  • Legal action or law enforcement notification if necessary

• Once a family has been removed from the program, they may not return to the property or contact SHRC staff.

 

13. Right to Refuse Service

SHRC reserves the right to deny service or remove any participant, family member, or volunteer who:

• Fails to comply with policies

• Creates a safety hazard

• Disrespects staff or animals

• Submits false or misleading paperwork

• Refuses to honor program decisions or boundaries

This policy is enforced by federal and state civil rights laws.
This policy is enforced by all applicable federal and California nondiscrimination and consumer protection laws.

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14. Non-Clinical Program Disclaimer

Shadow Hills Riding Club Inc. provides therapeutic and nature-based experiential activities and is not a licensed treatment center. SHRC does not provide:

• Diagnoses or psychological evaluations

• Licensed therapy or medical care

• Insurance billing or clinical documentation

Participants affiliated with outside treatment programs must remain under the care of their professional provider and may only attend SHRC programming with appropriate supervision, if required. 
Participants should understand that SHRC expressly does not replace or substitute licensed medical or mental health services

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15. Policy Acknowledgment

By participating in any SHRC activity, all parties agree to comply with the above policies and acknowledge that these terms reflect ongoing operational standards. SHRC may revise and publish updated policies as needed to comply with the law and ensure participant safety.

 

These policies apply regardless of whether they have been verbally disputed or read in full by the participant.

 

16. Junior Volunteers & Teen Program Helpers

SHRC may allow teens (ages 14–17) to volunteer in limited, non-clinical support roles — but only when they are pre-approved, trained, and accompanied by their parent or legal guardian at all times.

SHRC is not a childcare facility and does not provide supervision for unaccompanied minors. All teen volunteers must remain under the care of their own parent or guardian while on the property.

16.1 Permitted Teen Roles (when supervised)

• Grooming assistance

• Side-walking (as appropriate and under instructor supervision)

• Barn chores or setup

• Participant encouragement under adult staff direction

16.2 Requirements for Teen Volunteers

• Must be pre-approved in writing by SHRC staff

• Must complete orientation and training

• Must have a signed parent/guardian permission form on file

• Must follow all ranch rules and remain with their guardian at all times

• Must sign in and out for every scheduled visit

16.3 Prohibited Activities for Teen Volunteers

Teen volunteers are not permitted to:

• Supervise other minors

• Serve as aides, behavioral supports, or staff substitutes

• Remain on the SHRC property without their guardian present

• Handle horses or ranch equipment without direct staff instruction and oversight

Any teen found on-site without their parent or guardian will be immediately sent home and may be disqualified from future volunteer opportunities.

SHRC reserves the right to limit or discontinue teen volunteer participation at any time due to safety concerns, conduct, or scheduling needs.

 

Contact Us

Shadow Hills Riding Club Inc.
10263 La Canada Way
Shadow Hills, CA 91040

Email: info@shadowhillsridingclub.org
Phone: 213-761-0549
Website: www.SHADOWHILLSRIDINGCLUB.ORG