Policies

Dear Clients,

This message is to inform you of several policy updates that will take effect January 1, 2026, regarding supervised visitation and exchange services. Please review the following changes carefully:

Effective Date: January 1, 2026

The purpose of this policy update is to formally outline changes to Evergreen Mediation and Conflict Resolution Services’ procedures regarding post-visit supervised visitation reports, summaries, and home-based supervised visitations.

Effective January 1, 2026, all post-visit supervised visitation reports, including written summaries, are deemed admissible in court and may be produced as evidence in legal proceedings, subject to applicable rules of court.

Evergreen Mediation and Conflict Resolution Services will be updating its post-visit documentation format. Clients can expect a post-visit report-style summary rather than a formal checklist accompanied by a visitation summary.

Post-visit reports and summaries will not be automatically shared with both parties.

The post-visit checklist and summary will be provided only to the party that is contracted with Evergreen Mediation and Conflict Resolution Services for supervised visitation services.

The responsibility to share the post-visit report with the other party rests solely with the party who receives the report, unless one of the following conditions applies:

• Evergreen Mediation and Conflict Resolution Services receives written confirmation, by email or letter, that both parties consent to the sharing of the post-visit report; or
• Evergreen Mediation and Conflict Resolution Services is ordered by the court to disclose the post-visit report to the other party.

Absent written consent or a court order, Evergreen Mediation and Conflict Resolution Services will not disclose post-visit reports or summaries to the non-contracting party.

Both parties are required to participate in Evergreen Mediation and Conflict Resolution Services’ intake process, including risk assessment, family violence screening, and any required assessments, prior to any supervised visitation commencing.

A copy of all court orders, including criminal and family court orders, must be provided to Evergreen Mediation and Conflict Resolution Services as part of the intake process and prior to any supervised visitation taking place.

Both parties will be checked against the applicable court services online registry to ensure that Evergreen Mediation and Conflict Resolution Services is aware of all current or upcoming court proceedings prior to supervised visitations taking place.

Failure to disclose a court proceeding or to provide required court documentation to Evergreen Mediation and Conflict Resolution Services may result in supervised visitation services being cancelled or not commencing.

Supervised visitations will commence solely at the discretion of Evergreen Mediation and Conflict Resolution Services, following completion and review of the intake and assessment process.

For any supervised visitation scheduled to take place inside a party’s home, Evergreen Mediation and Conflict Resolution Services will first conduct a pre-home visitation and inspection.

Following completion of the pre-home visitation and inspection, future supervised visitations may take place inside the inspected home at the sole discretion of Evergreen Mediation and Conflict Resolution Services.

Evergreen Mediation and Conflict Resolution Services does not provide transportation for children or parties to or from supervised visitations. This policy will be strictly enforced.

It is the responsibility of the parent being supervised to ensure they have adequate transportation to and from supervised visitations. This includes ensuring that appropriate car seats are available for any children being transported and that there is sufficient space in the vehicle to safely accommodate the supervisor and the children, where applicable.

Where the other parent is responsible for bringing the child to and from a supervised visitation, it is that parent’s responsibility to ensure they have adequate transportation for drop-off and pick-up.

Evergreen Mediation and Conflict Resolution Services will make reasonable efforts to ensure consistency by assigning the same supervisor to each supervised visitation whenever possible.

However, due to scheduling requirements and supervisor availability, this may not always be possible. Where a different supervisor is required, Evergreen Mediation and Conflict Resolution Services will provide advance notice that a different supervisor will be attending the supervised visitation.

Clients are expected to treat all Evergreen Mediation and Conflict Resolution Services supervisors with dignity and respect at all times. Any concerns or issues regarding a supervisor must be communicated to Evergreen Mediation and Conflict Resolution Services immediately so that the matter can be addressed in a timely and appropriate manner.

Payment for supervised visitation services is due no later than twenty-four (24) hours in advance of the scheduled visitation.

If payment is not received at least twenty-four (24) hours in advance, together with confirmation of the scheduled visit, the supervised visitation will be automatically cancelled and/or may be rescheduled solely at the discretion of Evergreen Mediation and Conflict Resolution Services. This policy will be strictly enforced.

Where there is an outstanding balance on a file, post-visit summaries and reports will not be released until the outstanding balance has been paid in full. In addition, no future supervised visitations will be booked or conducted until all outstanding balances have been paid.

A refundable deposit of $500 is required to be paid prior to any supervised visitation taking place.

The $500 deposit will be held by Evergreen Mediation and Conflict Resolution Services and, once supervised visitation services have been completed and are no longer required, the deposit will be returned to the party.

The deposit may be applied toward any outstanding balances owed at the conclusion of supervised visitation services. In the event the deposit is used to offset an outstanding balance, the party will first be notified of the amount owing and will then be advised of the remaining portion of the deposit, if any, that will be refunded once services have been completed.

These policy changes apply to all supervised visitations conducted on or after January 1, 2026, and will be implemented consistently across all files.

Thank you for your understanding and cooperation as these updates take effect.

If you have any questions or require clarification about any of the above policies, please don’t hesitate to reach out.