We have established this procedure to ensure the safe and efficient drop-off and pick-up of participants. Please carefully review and adhere to the guidelines below:
 
Speed Limit:

Drop-Off Procedure
 
Arrival Time:

 
Follow Traffic Flow:

 
Stay in Vehicle:

 
Safe Unloading:

Parking:

 
Late Fees

At Golden Heart Ranch we prioritize the safety and well-being of our program participants. To ensure a safe and enjoyable experience for all, we have established the following policy regarding sunscreen and footwear:
 
Sunscreen Requirement:

• Participants are encouraged to apply sunscreen with a minimum SPF (Sun Protection Factor) of 30 to exposed skin areas before joining any outdoor activities or programs.
• Parents/legal guardians are responsible for the initial application of sunscreen. Sunscreen should be applied prior to the program start to allow for proper absorption and protection.

 
Sunscreen Replication & Sun Protection:

• If approved on your Ranchers medical forms, GHR staff will reapply spray sunscreen to the body periodically throughout the day. Lotion sunscreen will only be applied to Rancher faces.
• If your Rancher has special sunscreen please label it with your Ranchers name and notify staff.
• It is recommended that Ranchers wear proper clothing to prevent sunburns, such as broad brimmed hats, rash guards, and light long-sleeve shirts.

Closed-Toed Shoes Requirement:

• Participants are required to wear closed-toed shoes during all program activities.
• Closed-toed shoes provide better protection for your feet and reduce the risk of injuries from uneven terrain, rocks, or other potential hazards.
• Slip on and flip flops may be worn within the gated pool area.

 
Program Leaders and Staff:

• Our program leaders and staff will also adhere to these sunscreen and footwear requirements to set a positive example for participants and ensure everyone’s safety.

 
Exceptions:

• Exceptions to this policy may be considered in certain situations, such as medical conditions that prevent the use of sunscreen or closed-toed shoes. Please contact our Program Director in advance to discuss any special accommodations.

Consequences of Non-Compliance:

• Participants who do not comply with this policy may be asked to sit out of certain activities or may not be allowed to participate in the program for their safety and the safety of others.

• Golden Heart Ranch is not responsible for any sunburn or injuries resulting from the failure to apply sunscreen or wear appropriate footwear during our programs.

Effective February 1, 2026

Registration is required each month for all Ranchers and must be completed through JotForm. Ranchers who are not registered appropriately for a given day or program will not be admitted. Families are responsible for knowing and tracking the specific dates for which their Rancher is registered.

Effective February 2026, monthly registration will close at the beginning of each month. Once registration closes, families are locked into their selected dates and changes cannot be made.

This registration and attendance policy is necessary to allow Golden Heart Ranch to maintain consistent staffing, plan programming accurately, and avoid increasing our daily program rate due to last-minute changes and unfilled spots.

Absence Policy

The absence policy resets each month.

• 1st absence: Excused

   

• 2nd absence: 50% of the program price will be charged as self-pay

   

• 3rd absence and beyond: 100% of the program price will be charged as self-pay

Absence fees may be negotiable only in cases of documented illness or serious, unforeseen circumstances, at the discretion of Golden Heart Ranch.

Payment & Account Standing

Registration will be locked for families with outstanding balances. Ranchers may not register for future programs until the balance is paid in full or a payment plan has been established and approved.

Daily Rate Update

In order to continue providing high-quality programming while managing rising operational costs, the daily program rate will increase to $275 per day beginning January 2027. This increase is required due to the continued rise in the cost of community outings, food, and program supplies.

Golden Heart Ranch remains committed to transparency and to providing meaningful, community-based programming while keeping rate increases as limited and predictable as possible. We appreciate your understanding and partnership.

Golden Heart Ranch Cancellation Policy –  Effective September 1, 2025

At Golden Heart Ranch, we understand that plans can change. GHR program activities and staffing are based on the expectations of full attendance of all enrolled Ranchers.  If a Ranchers is absent the program team must still operate with full staffing. To best accommodate all our participants and manage staffing and resources, beginning September 1, 2025, all GHR program registrations will be considered final.

This means we will no longer accept cancellations, changes, or day swaps once you have registered. However, you are always welcome to add additional days, as space allows—through our official registration system only. Please note that texts, phone calls, or emails requesting to add days will not be accepted.

This change is necessary due to an increase in last-minute cancellations and no-shows. Unfortunately, these situations not only impact staffing and activity preparation but also take away opportunities from other Ranchers who are eager to attend. Many of our outings, specialist sessions, and on-site programs require accurate headcounts and advance commitments. Finalizing attendance ensures we can plan effectively and provide the best experience for everyone.

Additionally, this policy change allows us to continue offering the flexibility many of our families value. Our Ranch Day program is designed with options to meet different schedules:

• Mondays, Wednesdays, and Fridays are available as single-day registrations, giving families the freedom to pick and choose based on their needs.
• Tuesdays and Thursdays require a full-month commitment, as these days often include structured community outings and programming that rely heavily on consistent participation.

Please be sure to retain your registration confirmation email as a record of the days your Rancher is signed up to attend. This will be the easiest way to track your schedule and ensure clarity throughout the month.

We appreciate your understanding and continued support in helping us maintain a consistent, safe, and engaging environment for all Ranchers. If you have any questions, please don’t hesitate to reach out.

Golden Heart Ranch (GHR) is committed to providing a safe, supportive, and inclusive environment for all Ranchers, staff members, volunteers, and support persons. We recognize that behavioral incidents may occur in this field and that each Rancher has individual needs, communication styles, and support requirements.

Our goal is to provide opportunities for Ranchers to successfully participate in GHR programs while also ensuring the safety and well-being of everyone in our community.

Staffing Ratios & Additional Support Requirements

GHR staff provide support at a 1:3 staff-to-Rancher ratio. Ranchers who require additional support beyond the level GHR staff can safely provide are required to have their own background-checked 1:1 support person.

A Rancher may require 1:1 support for a variety of reasons, including but not limited to:

• Behavioral support needs
• Safety awareness
• Communication support
• Personal care assistance
• Medical or health-related needs
• Other individualized support requirements

When a Rancher’s 1:1 support is related to behavioral needs, the support person must have the appropriate experience, training, and skills necessary to support the Rancher. This includes the ability to recognize triggers, implement preventative strategies, redirect behaviors, and safely intervene when necessary.

GHR staff do not provide physical interventions or restraints except when absolutely necessary to prevent immediate injury to another Rancher, staff member, or community member.

Behavioral Incidents

While GHR understands that behavioral incidents can occur, we must maintain a safe environment for all participants. Aggressive behaviors, including but not limited to hitting, biting, kicking, or other actions that may cause harm to others, will be addressed promptly.

GHR’s response to behavioral incidents is intended to:

• Maintain safety
• Support the Rancher involved
• Identify strategies for future success
• Collaborate with families and support teams whenever possible

GHR does not want a single incident to prevent a Rancher from participating in programs. However, ongoing behavioral incidents that impact the safety of Ranchers, staff, supports, or community members may result in a temporary break from programming or dismissal from GHR programs.

All behavioral decisions and consequences may be modified based on the circumstances of the incident and are subject to the discretion of the Program Director and/or Executive Director.

Behavioral Incident Process

First Incident

Following the first behavioral incident involving unsafe or aggressive behavior:

• The parent/guardian will be contacted.
• The Rancher will need to be picked up from GHR or the community location.
• An incident report will be completed and placed in the Rancher’s file.
• GHR will communicate with the parent/guardian to discuss what occurred, identify supports needed, and determine any modifications that may help the Rancher continue to participate successfully.
• Depending on the circumstances of the incident, the Rancher may not be permitted to return to programming for up to 48 hours.

Second Incident

Following a second behavioral incident involving unsafe or aggressive behavior:

• The parent/guardian will be contacted.
• The Rancher will need to be picked up from GHR or the community location.
• An incident report will be completed and placed in the Rancher’s file.
• The Rancher will be required to take a minimum one-week break from programming before returning.
• GHR will work with the family/support team to determine appropriate next steps and additional supports needed for successful participation.

Third Incident

Following a third behavioral incident involving unsafe or aggressive behavior:

• The parent/guardian will be contacted.
• The Rancher will need to be picked up from GHR or the community location.
• An incident report will be completed and placed in the Rancher’s file.
• If three behavioral incidents occur within a 6-month period, the Rancher may no longer be able to participate in GHR programming.

The Program Director and/or Executive Director may review individual circumstances and determine an alternative course of action when appropriate.

Response During a Behavioral Incident

During any behavioral incident, GHR staff will prioritize the immediate safety of all individuals involved.

When safely possible:

• Ranchers will be moved away from the area where the incident is occurring to ensure their physical safety.
• Staff will provide reassurance and support to Ranchers who may have witnessed or been impacted by the incident.
• Staff will remind Ranchers that they are safe, acknowledge that feelings such as fear, nervousness, or confusion are understandable, and provide updates when appropriate.
• Staff will maintain open communication and provide support to help Ranchers process the situation.

Privacy & Communication

GHR respects the privacy of all Ranchers and families. Due to confidentiality requirements, GHR is unable to share information about behavioral incidents with families unless their Rancher was directly involved or impacted.

Our commitment remains to support every Rancher while maintaining a safe and respectful environment for everyone who participates in the GHR community.

Golden Heart Ranch (GHR) is committed to maintaining a safe environment for all Ranchers. To ensure medications are handled safely and consistently, all medications brought to GHR must follow the guidelines outlined below.

Medication Requirements

All medications, including prescription medications and over-the-counter (OTC) medications, must:

• Be provided in the original pharmacy or manufacturer packaging/bottle.
• Clearly display:
• Rancher’s name
• Medication name
• Dosage instructions
• Prescribing information (when applicable)
• Any additional required labels or instructions

Medications that are not properly labeled, not in their original container, or cannot be verified will not be administered by GHR staff.

Medication & OTC Waiver

A completed and current Medication & OTC Waiver is required for any medication or OTC medication that may be provided while a Rancher is participating in GHR programming.

The waiver must be completed and updated whenever there are changes to:

• Medication name
• Dosage
• Administration instructions
• Medical needs or requirements

The Medication & OTC Waiver can be found here: https://ghrsocialclub.org/otc-and-medication-form/

Medication Check-In and Storage

All medications must be:

• Checked in directly with GHR staff at drop-off.
• Stored according to GHR medication procedures while the Rancher is participating in programming.
• Picked up at the end of the program day.

Medications may not be left in backpacks, personal bags, vehicles, or other personal belongings while a Rancher is attending GHR programs.

Families are responsible for ensuring medications are properly checked in and picked up each day.

Medications Provided by Support Persons

If a Rancher’s 1:1 support person or personal support staff is responsible for providing medication during the program day:

• The Medication & OTC Waiver must still be completed and kept current.
• Arrangements must be made in advance with the Rancher’s family/guardian and GHR.
• It must be clearly communicated that the medication is being administered by the support person and not by GHR staff.

Support persons are responsible for following all medication instructions provided by the family/guardian and ensuring medications are handled safely.

Medication Safety

GHR understands that many Ranchers require individualized medical support in order to fully participate in programming. These procedures are in place to protect the health and safety of all Ranchers and ensure medications are managed consistently.

Questions regarding medication procedures should be directed to GHR administration prior to a Rancher attending programming with medication needs.

Support staff are expected to follow the same guidelines and expectations as GHR staff while on site and during community outings.

This includes:

• Engaging and participating in activities alongside their Rancher.
• Remaining attentive to their Rancher’s needs throughout the day.
• Limiting cell phone use to emergency purposes only.
• Keeping conversation appropriate and inclusive. 

Parent Participation as a 1:1 Support Person

Parents or guardians may serve as their Rancher’s 1:1 support person up to five (5) times per calendar year. Parents serving in this role are expected to follow all support staff policies, procedures, and expectations outlined in this document.

Required Paperwork

All support staff must have the following completed and on file prior to attending GHR:

• GHR Waiver
• Swimming Pool Waiver
• Emergency Contact Information Form

Please note that it is the responsibility of the parent/guardian to ensure that all required forms and information are forwarded to the support person and completed prior to attendance.

Lunches for Support Staff

Due to the increasing number of support personnel, GHR is no longer able to provide lunch for support staff. Please ensure that support staff bring their own lunch each day.

Please note:

• Refrigerators are not available for personal lunches for either Ranchers or support staff – please pack lunches accordingly.
• A microwave, plates, napkins, and utensils will be available for use.
• GHR is nut-free

Transportation Expectations

Unless otherwise approved in advance by GHR administration, support staff are expected to ride in GHR vehicles alongside their Rancher during outings and transportation.

If a support person must drive separately, their Rancher must ride with them. GHR does not pay for support person parking in the community.

The speed limit on Triunfo is 35MPH, please respect our neighbors and obey the limit, any car reported speeding by our community will not be allowed to return to GHR.

This policy helps ensure continuity of support. If a support person experiences a delay due to traffic, a flat tire, an accident, or other unforeseen circumstance, their Rancher will not be left without their designated support staff.

Background Check Requirement

All support staff must have completed a background check through either:

• Their employer, or
• The Rancher’s family.

Families and support personnel must be able to provide proof of a completed background check to GHR upon request.

Attendance Procedures

If your Rancher and support person will be arriving late or leaving early, please:

1. Sign in or sign out on the attendance sheet located on the main table.
2. Notify a GHR staff member.

These procedures are important for maintaining accurate attendance records and ensuring the safety and success of everyone at the Ranch. Please keep in mind that when a Rancher attending with a support person cancels, it has a greater impact on our program capacity—especially on community outing days. We have allocated two seatbelts in our vehicles and two tickets/entry fees for the activity, which impacts the number of Ranchers we are able to accommodate.

Following the Daily Schedule

We kindly ask that support staff follow the GHR daily schedule and keep their Rancher with their assigned group and activity whenever possible.

If a Rancher needs a break, approved break locations include:

• The park area (swings and outdoor fitness equipment)
• The Quiet Room in the Main Center

The white cabin and green overnight cabin are off limits. Please do not join other activity groups. Activities and group assignments are intentionally designed to support engagement, safety, staffing ratios, and overall program success.

Pool use is permitted only during designated swimming times.

Personal Belongings

Support staff may store their personal belongings in their Rancher’s cubby during the day.

Thank you for your cooperation and partnership. These expectations help us provide a safe, organized, and meaningful experience for all Ranchers and support personnel. If you have any questions regarding these policies, please do not hesitate to reach out.