SAFE FAMILY PROGRAMS
(Project’s of the Victim Assistance Centre, Inc.)
MONITORED EXCHANGE PROGRAM
AGREEMENT TO PARTICIPATE
The mission of the SAFE Monitored Exchange Program is to proved a safe and stress-fee environment for the
exchange of children from one party to another for visitation periods when allegations have made, or it has been
determined that an unsupervised setting would place the child or custodial party at risk of physical or emotional
harm.
Please initial beside each section and sign the last page of this document.
SECTION I: THE REGISTRATION PROCESS
1. _____ NO EXCHANGES will be scheduled until the completion of the intake process by both parties. Parties will
be notified of the date exchanges are to begin once registration is completed.
2. _____ An non-refundable registration fee of $75.00 will be assessed to each party, unless otherwise ordered
by the Court. The registration fee must be paid in cash or money order. In the event the custodial party is not a
biological parent, or if they have had a Protective Order in effect within the past 3 years, both parties registration
fees will be assessed to the visiting party. (Example: If a 2-year Protective Order was obtained 2/2002, the non-
custodial will be responsible for all registration fees until 2/2007 – 3 years after the Protective Order expired.)
3. _____ If a parent is currently on probation, a copy of the Conditions of Probation must be provided to the SAFE
Program before exchanges are allowed to begin.
4. _____ The MEP has the right to deny services to a family if a party’s participation poses a clear and present
danger to him/herself or others.
5.______ If both parties fail to complete the registration process within 60 days of court order, SAFE may request
updated intake. (Assessment of additional fees may be assessed after review of circumstances. If additional fees
are required, they will be assessed to one or both parties.
6.______ THE MEP has the right to deny services to a family if a parties participation poses a clear and present
danger to himself/herself or others. (Determination at discretion of the exchange supervisor, Exe Director of the
Victim Assistance Centre, or the SAFE Program Director.)
SECTION II: POLICIES AND GUIDELINES
1. _____ Exchange schedules will be determined in accordance with the Court order, subject to the boundaries
and limitation of the MEP. The parties must agree to visitation as set forth by the MEP, or petition the Court for
clarification or revision. (Most exchange scheduled are based on the Standard Possession Order (SPO) of 1st,
3rd, and 5th Fridays of each month beginning at 6:00 p.m., and ending at 6:00 p.m. Sunday, and for specific
holidays and extended periods of possession as stipulated in the court order. In the event an exchange is
scheduled during the week, exchanges will be done at 6 and 8 p.m. (earlier times can also be accommodated)
2. _____ It is the party’s responsibility to notify and remind the MEP Coordinator regarding extended visitations,
school holidays, birthday visits, or any change in schedule other than the SPO. Notification must be given to the
office, two (2) full business days in advance. The SAFE Program is NOT responsible if an exchange is to occur
outside the SPO and notification is not given to the staff two business days in advance.
3. _____ A school calendar should be provided to the office.
4. _____ The MEP Coordinator will choose the exchange site considering the convenience of the child and the
availability of staff.
5. _____ THERE IS TO BE NO VISIBLE OR VERBAL CONTACT BETWEEN THE PARTIES DURING THE
EXCHANGES. A violation of this nature may result in notification to the attorneys and/or may result in termination
of services through the Program.
6. _____ In order to assure “no-contact” between the parties, specific arrival and departure time will be provided
to both parties after the completion of registration. IT IS IMPERATIVE BOTH PARTIES COMPLY WITH THESE
TIMES.
SECTION III: PARTICIPATION BEHAVIOR
1. _____ Threatening, argumentative, or aggressive behavior with children, staff, and/or other participants of any
nature constitutes cause for immediate termination of the exchange and/or future exchanges and may result in the
filing of a Court and/or police report. All parties must conduct themselves in a manner that clearly demonstrates
that the well being of the child is the highest priority.
2. _____ No child will be released to any party who appears to be under the influence of alcohol, drugs, and/or
appears to be suffering emotional distress. If you are suspected to be under the influence or appear to be in
emotional distress, the location supervisor has the power to deny an exchange at any time. You will be asked to
call someone to pick you up for your own safety. If you refuse, law enforcement will be called and given a
description of your vehicle. Future exchanges may be terminated pending a court hearing.
3. _____ The office staff and location supervisors will take statements or implied statement regarding child
snatching, kidnapping, or abduction seriously and all incidents will be documented and the proper officials will be
notified. Future exchanges may be terminated pending a court hearing.
4. _____ Steps will be taken to ensure the privacy of both parents. Neither parent should inquire as to the
personal information about the other party.
5. _____ The staff WILL NOT discuss a party’s case, including exchange schedule, litigation, concerns or
complaints during the exchanges. Questions relating to the well being of the child during the particular exchange
ONLY will be allowed; all other information must be directed to the office during business hours. Exchange staff
will not relay information or pass items except as they pertain to that visit.
6._____ Parties are responsible for providing the office updated contact information. If staff is unable to contact a
party, any resulting fees charged will not be waived. A $10.00 fee will be charged for each returned mail item.
7._____ Guest who ride with visiting party must come inside the exchange area and not wait in the vehicle-Both
during pick up and return of child/ren.
SECTION IV: CANCELLATION AND NO-SHOW POLICY
1. _____ Cancellation notification MUST be made to the VAC office at (713) 755-5625 two (2) business days prior
to the scheduled exchange. In the event of an emergency the day of the exchange calls should be made to the
SAFE Monitored Exchange Program Coordinator at this same number. You can leave a message on this number
24-hours a day. Messages will be checked prior to each exchange period.
2._____ The MEP does not give permission for an exchange to be missed; reasons for missed exchanges are
documented. Make-up exchanges may be scheduled with the consent of the other party and the availability of an
exchange supervisor.
3. _____ Failure to give timely notice of an exchange cancellation or failure to arrive on time for a scheduled
exchange is considered a “no-show” and the party responsible will be assessed a $60.00 no-show fee. Payment
of this fee should be received in the office two business days prior to the next exchange. Mailing address 1310
Prairie, Suite 1030, Houston, Texas 77002.
4. _____ If the parties mutually agree on the cancellation of an exchange, notification to the MEP program must
be given by BOTH parties. Failure to do so will result in the assessment of the $60.00 no-show fee being
assessed to one or both parties.
5. _____ If the non-custodial party acquires two consecutive “No Shows” or have exchanges in such a way to
constitute irregular participation, the SAFE Program Director may suspend exchanges or terminate services
pending a review by the Court. If the custodial parent acquires two (2) consecutive or No-Shows or irregular
participation, a letter may be filed with the Court and sent to all attorneys.
6. _____ If a family will no longer be utilizing the services of the MEP Program, they must notify the office. The
SAFE Program is not a party to the suit, therefore the Court does not notify the Program of hearings or changes
in family arrangements. A No-Show fee will be assessed to both parties until proper notification of termination is
provided to the office.
7. _____ The non-custodial party is required to arrive 15-30 minutes prior to the designated time for the
exchange and wait inside the designated facility. Approximately 15 minutes after the custodial party has left the
facility, the non-custodial party will be allowed to leave. (For example, for a 6:00 p.m. Exchange, the Non-
Custodial party will arrive between 5:30-5:45 and depart approximately 6:15 pm.)
8. _____ The custodial party is required to arrived no earlier than the designated time of the exchange
and is required to leave the premises immediately following the drop-off of the child. (For example, the
Custodial-Party arrives promptly at 6:00 p.m., signs in the child, and leaves immediately.)
9. _____ If the non-custodial party is not present at the time the child arrives, and has not called to
advise they are running late, the custodial party will leave the premises, and there will be no
exchange. The custodial party cannot wait at the site if the non-custodial party has not called to say
they are running late. The non-custodial party will be assessed the $60.00 no show fee.
10. _____ If the custodial party does not arrive within a reasonable amount of time to the scheduled
return exchange, and has not made contact with SAFE staff to advise they are running late, the
supervisor will release the child to the non-custodial party and the exchange will be rescheduled as
soon as possible, with fees assessed to the custodial party.
11. _____ A report to law enforcement and/or to the Family Criminal Law Division of the District Attorney’s office
may be filed and/or written notification provided if a visiting parent fails to surrender the child at the end of the visit
as ordered by the Court. The Program Director and/or MEP Coordinator have the authority to determine the
necessary action taken.
12. _____ If the supervisor is not present at the facility for the exchange; neither party should approach the other
for any reason. Immediately call the coordinator or your supervisor to advise of the situation. You will be asked to
follow their instructions accordingly for the protection of all parties.
13. _____ Any individuals accompanying either party during the exchange are subject to the same policies and
guidelines and must follow the same procedures as the custodial or non-custodial party. (For example, any
guests accompanying the non-custodial party will not be allowed to wait in the car or have contact with the other
party.)
14. _____ Any items/bags being exchanged with the child will be checked by the supervisor. Toys, clothes,
medicine, or other items a child brings to an exchange, should be returned with the child at the following exchange.
15. _____ The location supervisors will NOT administer medication to a child. Explicit instructions for
administering medication should be provided in writing and this information will be given to the non-custodial party
with the medication. The medicine should be sent home with the child at the return exchange.
16. _____ Each party is responsible for providing a proper car seat for the child as set for in the Texas State
Law. If violations of the law exist, the location supervisor has the authority to withhold the child and no
exchange will take place.
17. _____ No weapons, alcohol, illegal substances, and/or pets are allowed on exchange premises.
18. _____ The location supervisors observe and document the periods of exchanges. Copies of the observation
reports or court reports will be prepared for court hearings with subpoena only. Either party requesting copies of
records will be charged $1.00 per page. You must notify the office at least five (5) business days prior to the date
the report or records are needed.
19. _____As required by law, if the child discloses any form of abuse, or if any physical signs of abuse are
observed, the location supervisor will place a call to Child Protective Services (CPS).
SECTION V: FEE POLICY
1. _____ Annual registration fees of $75.00 will be assessed to each party, unless otherwise ordered by the court.
The registration fee must be paid by money order only. In the event the custodial party is not the biological
parent, or a protective order has been in effect within the past 3 years, both registration fees will be assessed to
the visiting party. ( Example: If a 2 year Protective Order was obtained 2/2002, the non-custodial party will be
responsible for all registration fees until 2/2007- 3 years after the Protective Order expired)
2. _____ All exchange fees of $20.00 are to be paid by the visiting party unless court order states otherwise. The
fee is due at the time of each exchange and must be paid in cash (exact change). If exchanges have to be
scheduled at a special site to accommodate one or both parties, an exchange rate of $25.00 will be assessed.
Failure to pay exchange fees may result in the termination of services. ANY payment problems should be directed
to the office prior to the exchange.
3. _____ If either party arrives late for pick-up or drop-off, they will be assesses a $10.00 late fee for each 15-
minute period after the first 15 minutes.
4. _____ A $60.00 fee will be assessed to one or both parties failing to give timely and proper notification of a
cancelled exchange. Proper notification must be given two (2) business days prior to the exchange; emergencies
will be considered on a case-by-case basis. (This includes on-site refusal of an exchange.)
SECTION VI: OTHER RULES
1. _____ All conditions of the Agreement to Participate are subject to modification by the SAFE Program, with or
without notification to the parties.
2. _____ The Agreement to Participate does not supersede any Court ordered access. Any conflict arising
between the Agreement to Participate and the Court Order will mean that the Court Order controls. However, if
the SAFE Program is unable to provide services in accordance with the Court Order, it is the responsibility of the
participants to request the Court to modify the Court order in the absence of a mutual agreement. This includes
termination of visits, scheduling differences, and any policies and guidelines.
3. _____ I understand that the information gathered during my monitored exchanges may be released to
attorneys, therapists, the Court, or other pertinent agency involved with my case.
4. _____ I further understand the SAFE Program is not a party to the suit and are not ordered to
provide services, and that the SAFE Program reserves the right to terminate services for violations of
the polices and procedures set forth by the SAFE Program.
5. ______ I have read and received a copy of these rules. My signature below indicates that I understand these
rules and agree to follow these rules.
_________________________________ ___________________
Signature (CP / NCP) Date
_________________________________ ___________________
Witness Date
MEP Agr to Participate