In hosting Programs for Children, the University’s paramount goal is to ensure the health and safety of participating children. Each Program Operator and Unaffiliated Program Operator shall comply with the following Procedures and shall incorporate these Procedures in all contracts with Unaffiliated Program Operators. The Chancellor designates the Office of Integrity & Compliance with responsibility for tracking and reviewing programs for children and/or contracts with unaffiliated program operators as reported to the Youth Program Coordinator. 

Annual Reporting

Each Program Operator shall annually inform the Youth Program Coordinator that it operates such a Program for Children, or that it has contracted with an Unaffiliated Program Operator to do so. The Program Operator can submit this information via the Program for Childrem Submission Form. The information shall include but not be limited to:

  • A description of the type of program
  • The number and ages of children that the program operator estimates will attend
  • The timeframe for the camp (day camp, overnight)
  • Volunteer plans, if any
  • Transportation plans, if any; etc.

Unaffiliated Program Operator

In the case of a unit which contracts with an Unaffiliated Program Operator to operate the program, the University unit shall ensure:

  • that the contract with the Unaffiliated Program Operator requires compliance with the Child Protection Policy and with these Procedures; and
  • that the Unaffiliated Program Operator submits information required in these Procedures to the Youth Program Coordinator.

Background Checks and Risk Management

Each Program Operator shall conduct annual background checks for staff and volunteers who will work/volunteer in its Program for Children. Each Program Operator shall also consult with University Risk Management to determine whether it requires additional insurance for activities related to its Program for Children.

Forms and Protocols

Each Program Operator shall adopt written protocols, or promulgate forms, to govern the following issues to the extent that each issue is relevant to the particular Program for Children.


  • Registration
  • General waiver, including emergency medical care
  • Camper emergency contacts
  • Requests for accommodation of health or disability issues
  • Activity-specific waivers


  • Daily Sign-in/Sign-out procedures, which shall take account of participants’ age and maturity
  • Communication plan in the event of emergencies (e.g., severe weather, missing campers, etc.)
  • Policies regarding staff/volunteer interaction with participating youth that address issues such as prohibited contact, and that require that the staff/volunteer  agreement with the university include an acknowledgment of the application of such policies 
  • Participant Code of Conduct that addresses expected child participant’s behavior, establishes grounds for ejecting campers, and prohibits alcohol and controlled substances
  • Training for counselors, faculty, coaches, or volunteers running the camp
  • Ratios of staff/volunteers to children
  • Management of medications and medical devices legally prescribed to campers
  • Recruitment  of future students in compliance with university admission policies and NCAA rules
  • Transportation of participating youth


Related Policies

Child Protection Policy

Effective Date

Wednesday, September 14, 2016

Approved By

Philip P. DiStefano, Chancellor


Office of Integrity & Compliance