Roswell Robo Squad
Parent Policies & Legal Information
Serving Students in Kindergarten through 12th Grade
Effective Date: August 13, 2026
Last Updated: August 12, 2026
Roswell Robo Squad is committed to providing a safe, educational, inclusive, and positive robotics experience for students in Kindergarten through 12th grade.
Because our program works with children and teenagers, we take student safety, privacy, transportation, photography, medical information, and responsible adult supervision seriously.
These policies explain the expectations that apply to students, parents and guardians, volunteers, mentors, staff, and other individuals participating in Roswell Robo Squad activities.
These policies are intended to supplement, and not replace, any requirements imposed by applicable federal, state, local, school, competition, facility, or event rules.
Important Legal Notice: These policies are provided as a general organizational policy framework. They are not legal advice and should be reviewed by a qualified attorney familiar with New Mexico law before being adopted as the organization's final legal policies.
1. Program Policies
Roswell Robo Squad provides educational robotics and STEM activities for students in Kindergarten through 12th grade.
Program activities may include:
Robotics meetings and practices
Robotics competitions
Building and programming robots
STEM education
Demonstrations and community events
Fundraising activities
Team travel
Volunteer activities
Public outreach
Photography and video recording
Online and electronic communication
Students are expected to follow team rules, safety instructions, competition rules, facility rules, and reasonable directions from authorized adult supervisors.
Roswell Robo Squad may establish additional rules when necessary to protect students, volunteers, staff, facilities, equipment, or the integrity of the program.
2. Student Safety
Student safety is a primary responsibility of Roswell Robo Squad.
Students are expected to behave respectfully and safely toward other students, mentors, volunteers, staff, event participants, and members of the public.
Prohibited conduct includes, but is not limited to:
Bullying
Harassment
Threats
Fighting
Hazing
Sexual misconduct
Inappropriate physical contact
Discrimination
Intimidation
Reckless use of robotics equipment
Deliberate destruction of property
Inappropriate online communication
Any conduct that creates an unreasonable safety risk
Roswell Robo Squad may remove a student from an activity when necessary to address an immediate safety concern.
Parents or guardians may be contacted regarding significant behavioral or safety concerns.
Serious incidents may be reported to the appropriate parent or guardian, school or facility, competition authority, law-enforcement agency, child-protection authority, or other appropriate organization when required or appropriate.
Safety Concerns Contact
If a student, parent, guardian, volunteer, staff member, or other person has a safety concern involving Roswell Robo Squad, they may contact:
Michael Winkler
Executive Director and Founder
Roswell Robo Squad
Email: roswellrobosqaud@gmail.com
Phone: 505-666-1292
Michael Winkler is the designated primary contact for reporting program safety concerns, student-safety concerns, and related issues.
For an immediate emergency or situation involving an immediate threat to someone's safety, contact emergency services first.
3. Parent & Guardian Responsibilities
Parents and guardians are important partners in student safety.
Parents and guardians are responsible for:
Providing accurate emergency contact information.
Providing accurate registration information.
Informing Roswell Robo Squad of relevant medical or accessibility needs.
Completing required registration and consent forms.
Providing current authorized-pickup information.
Reviewing team rules with their student.
Ensuring their student arrives and leaves according to team procedures.
Informing the team when a student cannot attend an activity.
Following applicable competition and travel requirements.
Providing required medications, equipment, or documentation when appropriate.
Reviewing applicable waivers and policies.
Parents and guardians should notify Roswell Robo Squad promptly when contact, custody, transportation, or medical information changes.
4. Photography, Video & Media Policy
Roswell Robo Squad may photograph, videotape, livestream, or otherwise record activities involving students for educational, promotional, historical, fundraising, competition, or community-outreach purposes.
Examples may include:
Team photographs
Robotics competitions
Awards ceremonies
STEM demonstrations
Team meetings
Community events
Educational videos
Social media
News coverage
The Roswell Robo Squad website
Printed promotional materials
Because Roswell Robo Squad serves minors, the organization will use reasonable care when publishing student images and information.
Parents or guardians may be asked to provide a separate photography and media authorization during registration.
A media authorization may cover the use of a student's:
Photograph
Video image
Voice
First name
Grade level
Team participation
Robotics-related accomplishments
Roswell Robo Squad will avoid publishing unnecessary sensitive personal information about students.
Unless specifically authorized and reasonably necessary, the organization should not publish information such as a student's home address, personal telephone number, private email address, medical information, or other sensitive identifying information.
Parents or guardians may contact Roswell Robo Squad with questions or concerns regarding the use of their student's image.
Parents or guardians may also request information about how their student's image or media is being used.
5. Student Privacy Policy
Roswell Robo Squad recognizes that students are minors and that student information should be handled responsibly.
Information collected during registration or participation may include:
Student name
Age or date of birth
Grade
Parent or guardian name
Parent or guardian contact information
Emergency contact information
Medical information voluntarily provided for safety purposes
Accessibility information
Transportation information
Competition information
School information
Registration information
Payment information
Roswell Robo Squad will use student information for legitimate program, safety, administrative, educational, competition, and communication purposes.
The organization will take reasonable measures to protect information from unauthorized access, disclosure, alteration, or loss.
Student information will not be sold for marketing purposes.
Access to sensitive information should be limited to individuals who reasonably need the information to perform their responsibilities.
6. Website Privacy Policy
The Roswell Robo Squad website may collect information submitted by visitors through:
Registration forms
Contact forms
Volunteer applications
Donation forms
Newsletter subscriptions
Event registrations
Online payment services
Depending on the website's hosting, analytics, security, and third-party services, the website may also automatically collect limited technical information such as IP address, browser type, device information, or website usage information.
Roswell Robo Squad will not intentionally request unnecessary sensitive information from children through public website forms.
Parents and guardians should not submit unnecessary medical, financial, or other sensitive information through ordinary website contact forms.
When online services collect information from children, Roswell Robo Squad will follow applicable privacy requirements and obtain parental consent when required.
Roswell Robo Squad may use third-party services to process payments, registration information, email communications, website analytics, hosting, or other website functions. Those services may have their own privacy policies and terms.
7. Competition Policies
Students participating in robotics competitions must follow:
Roswell Robo Squad rules.
Competition rules.
Host-facility rules.
School or district rules when applicable.
Instructions from authorized competition officials.
Students are expected to demonstrate good sportsmanship.
Students must not:
Cheat.
Intentionally damage another team's equipment.
Harass opposing teams.
Tamper with another team's robot.
Misrepresent their work.
Engage in unsafe behavior.
Use abusive or discriminatory language.
Competition-specific rules may impose additional requirements.
8. Travel & Transportation Policy
Roswell Robo Squad may participate in competitions, conferences, demonstrations, camps, or other events requiring transportation or overnight travel.
Transportation arrangements will be communicated to parents or guardians before applicable trips.
A parent or guardian may be required to complete a separate travel authorization.
Students must follow all transportation rules.
Students must:
Remain with the assigned group.
Follow instructions from authorized adult supervisors.
Wear seat belts when required.
Remain in the assigned vehicle unless authorized otherwise.
Behave respectfully toward drivers and passengers.
Follow hotel, event, school, and competition rules.
Transportation may be provided by:
Parents or guardians
Approved adult drivers
School or district transportation
Commercial transportation providers
Rental vehicles
Other transportation arrangements approved by Roswell Robo Squad
Roswell Robo Squad will establish reasonable requirements concerning drivers, vehicles, supervision, insurance, and transportation safety.
For overnight trips, parents or guardians will receive information regarding the destination, dates, transportation, lodging, adult supervisors, emergency contacts, student expectations, required forms, and costs.
Students must follow room assignments, curfew requirements, and all lodging rules.
9. Medical & Emergency Information
Parents or guardians must provide accurate emergency contact and medical information when requested.
Parents or guardians should inform Roswell Robo Squad of medical conditions, allergies, medications, accessibility needs, or other information that may reasonably be necessary to protect the student's safety.
Roswell Robo Squad is not a medical provider.
In an emergency, the organization may contact emergency medical services and seek appropriate emergency assistance when reasonably necessary.
Roswell Robo Squad representatives may seek emergency medical assistance for a student when immediate action is reasonably necessary and a parent or guardian cannot be reached in time.
Parents or guardians will be contacted as soon as reasonably practical.
Parents and guardians remain responsible for providing required medical authorization and medication instructions.
10. Injury & Safety Procedures
Robotics is primarily an educational activity; however, students may participate in activities involving tools, machinery, electrical equipment, lifting, travel, and other activities that may present risks.
Students must immediately report injuries, unsafe conditions, or suspected injuries to an adult supervisor.
Students may be removed from an activity when an adult supervisor reasonably believes that continued participation could create a safety risk.
Roswell Robo Squad will follow applicable safety requirements and competition rules concerning injuries and return to activities.
11. Volunteer & Staff Policies
Roswell Robo Squad may require volunteers, mentors, coaches, and staff members to complete screening or training before working with students.
Depending on the individual's responsibilities, requirements may include:
Application
References
Identity verification
Background screening
Criminal-history screening
Youth-safety training
Code-of-conduct acknowledgment
Safety training
Robotics equipment training
The organization may prohibit an individual from working with students when information indicates that the individual presents an unacceptable safety risk.
All screening and background-check procedures will be conducted in accordance with applicable law.
12. Volunteer Code of Conduct
All volunteers, mentors, coaches, and staff are expected to:
Put student safety first.
Treat students fairly and respectfully.
Maintain appropriate professional boundaries.
Follow team policies.
Protect confidential information.
Avoid inappropriate favoritism.
Avoid inappropriate private communications with students.
Follow transportation requirements.
Follow photography and media requirements.
Report safety concerns.
Follow applicable laws and facility rules.
Roswell Robo Squad may remove a volunteer, mentor, coach, or staff member from the program for violations of these requirements.
13. Internship Policies
Students participating in internships, job-shadowing, work-based learning, or similar opportunities must comply with Roswell Robo Squad requirements and the requirements of the host organization.
Internship placements may require additional:
Parent or guardian authorization
School approval
Safety training
Background screening
Confidentiality agreements
Transportation arrangements
Age requirements
Insurance requirements
Workplace policies
Students should not be assigned duties that are inappropriate for their age, training, or applicable legal requirements.
14. Donations & Sponsorships
Roswell Robo Squad may receive donations, grants, sponsorships, equipment, services, or other support.
Sponsors may be recognized through approved:
Website acknowledgments
Event signage
Team materials
Social media
Printed materials
Competition materials
Sponsorship recognition does not give sponsors unrestricted access to student information.
Roswell Robo Squad will not provide confidential student information to sponsors merely because a sponsor supports the program.
15. Assumption of Risk & Waivers
Participation in robotics activities may involve reasonably foreseeable risks, including:
Cuts or minor injuries
Burns
Pinching or crushing injuries
Electrical hazards
Tool-related injuries
Falling objects
Trips and falls
Travel-related risks
Competition-related risks
Risks associated with public events
Risks associated with activities at third-party facilities
Parents and guardians may be required to review and sign a separate participation waiver before a student participates in applicable activities.
The final waiver and release language should be reviewed by a qualified attorney familiar with New Mexico law.
Nothing in these policies is intended to waive rights or responsibilities that cannot legally be waived.
16. Accessibility Policy
Roswell Robo Squad is committed to providing an inclusive educational environment.
Parents and guardians are encouraged to contact the organization regarding reasonable accommodations that may help a student participate in team activities.
Accommodation requests should be made as early as reasonably possible, particularly before travel or competitions.
Roswell Robo Squad will work with families and applicable facilities to identify reasonable ways to support student participation.
17. Intellectual Property & Student Work
Students may create original:
Robot designs
CAD files
Software
Code
Engineering documents
Presentations
Logos
Photographs
Videos
Written materials
Other creative or technical work
Students should receive appropriate recognition for their contributions.
Roswell Robo Squad may establish rules concerning ownership and permitted use of team-created materials, particularly when projects are developed using team resources, sponsor resources, shared equipment, or collaborative work.
The organization will not claim ownership of a student's independent work without a clearly communicated agreement.
Third-party software, images, music, designs, code, trademarks, and other copyrighted materials must be used in accordance with applicable licenses and intellectual-property laws.
18. Website Terms of Use
Visitors to the Roswell Robo Squad website agree to use the website lawfully and responsibly.
Visitors may not:
Attempt to gain unauthorized access to the website.
Interfere with website operation.
Submit malicious content.
Impersonate another person.
Submit fraudulent information.
Attempt to collect student information without authorization.
Use website content for unlawful purposes.
Roswell Robo Squad may update, modify, suspend, or discontinue website content or services.
Website information is provided for general informational purposes and may be changed without notice.
19. Social Media & Online Communication
Roswell Robo Squad may use social media and online communication tools to communicate with families and promote robotics activities.
Official communications should be conducted through organization-approved accounts and channels whenever practical.
Students should not be required to communicate privately with an adult mentor through a personal social-media account.
Parents and guardians should report inappropriate online communications involving team personnel or students to:
Michael Winkler
Executive Director and Founder
Roswell Robo Squad
Email: roswellrobosqaud@gmail.com
Phone: 505-666-1292
20. Student Conduct & Discipline
Roswell Robo Squad may take corrective action when a student violates team policies.
Depending on the circumstances, actions may include:
Verbal reminder.
Parent or guardian notification.
Removal from a specific activity.
Loss of a team privilege.
Suspension from activities.
Removal from a trip or competition.
Removal from the program.
Immediate removal may occur when necessary to protect students, staff, volunteers, property, or the public.
21. Reporting Safety Concerns
Students, parents, guardians, volunteers, staff, and other participants are encouraged to report safety concerns promptly.
Reports may involve:
Bullying
Harassment
Abuse
Unsafe conduct
Inappropriate adult behavior
Transportation concerns
Medical emergencies
Privacy concerns
Online misconduct
Suspected violations of law
Concerns regarding supervision
Concerns involving a volunteer, mentor, coach, or staff member
Primary Safety Contact
Michael Winkler
Executive Director and Founder
Roswell Robo Squad
Email: roswellrobosqaud@gmail.com
Phone: 505-666-1292
Roswell Robo Squad will take safety concerns seriously and will review reports as appropriate.
Reports involving immediate danger should be directed to emergency services first.
22. Policy Changes
Roswell Robo Squad may update these policies as the program, technology, competition requirements, facilities, or applicable laws change.
The current version of these policies will be posted on the Roswell Robo Squad website.
Parents and guardians may be required to acknowledge significant policy changes before their student participates in certain activities.
23. Parent & Guardian Acknowledgment
By registering a student for Roswell Robo Squad activities, the parent or legal guardian acknowledges that they have been provided access to the applicable program policies and agrees to review these policies with the student.
Separate forms may be required for:
Student registration
Photography and media
Medical authorization
Emergency contacts
Transportation
Travel
Overnight stays
Competition participation
Volunteer participation
Waivers
Website communications
Other activities requiring specific authorization
Legal Notice
This document is intended as a general organizational policy framework for Roswell Robo Squad. It is not a legal opinion and does not constitute legal advice.
Because Roswell Robo Squad serves minors from Kindergarten through 12th grade, the organization should have its final policies, consent forms, media releases, privacy practices, transportation procedures, medical authorization forms, volunteer screening procedures, and liability waivers reviewed by a qualified attorney familiar with New Mexico law before relying on them as official legal documents.
Organization Information
Organization: Roswell Robo Squad
Executive Director & Founder: Michael Winkler
Safety Contact: Michael Winkler
Email: roswellrobosqaud@gmail.com
Phone: 505-666-1292
Effective Date: August 13, 2026
Last Updated: August 12, 2026
Document Version: 1.0
© 2026 Roswell Robo Squad. All rights reserved.