Iowa State University
Youth Activities, Pre-Collegiate Programs and Camps
Procedures
November 1, 2012
See policy: Youth Activities, pre-Collegiate Programs, and Camps
Contents:
PROGRAM AUTHORIZATION 1
STAFFING 2
BACKGROUND CHECKS 2
OPERATIONS 3
ENROLLMENT AND DOCUMENTATION 4
HEALTH AND MEDICAL 4
HOUSING 5
TRANSPORTATION 5
PROGRAM AUTHORIZATION
q All youth activities, pre-collegiate programs and camps must be authorized by the appropriate chair and dean (or vice president, in case of the Extension, Student Affairs or Business and Finance programs) per the “Authorization of Youth Programs” section of the Youth Activities, Pre-Collegiate Programs and Camps policy before program activities can occur.
o University Sponsored programs:
· Contact the Office of Risk Management for Youth Program Registration Form.
· Only authorized programs may be advertised on the Iowa State Programs for Youth website (www.ispy.iastate.edu)
· Only authorized programs may be promoted according to policies and guidelines of the Trademark Licensing Office
o University Endorsed programs:
· Contact the Office of Risk Management for an Endorsed Program Agreement
· Only authorized programs may be advertised on the Iowa State Programs for Youth website (www.ispy.iastate.edu)
· Only authorized programs may be promoted according to policies and guidelines of the Trademark Licensing Office
o Third-Party programs:
· Contract with ISU Conference Planning and Management or ISU Recreation Services, or contact the Office of Risk Management for a Third Party Youth Program Facility Use Agreement
q Once approved, all youth activities, pre-collegiate programs and camps must be registered using the approved form and submitted to ??
STAFFING
q The program leader must:
o Select program staff (both paid and volunteer) with appropriate experience, qualifications and training based upon the age of the participants and the nature of the program.
o Evaluate the ratio of adult program supervisors (18 years of age or older) to program participants. The number of chaperones recommended is determined by age and special needs.
q Authorized adult supervision ratios*
o 5 years and younger: 1 authorized adult for every 5 overnight youth participants and 1 authorized adult for every 6 day youth participants
o 6–8 years 1:6 for overnight, and 1:8 for day
o 9–14 years 1:8 for overnight and 1:10 for day
o 15–17 years 1:10 for overnight and 1:12 for day
* American Camp Association guidelines
BACKGROUND CHECKS
q All faculty, staff, students, volunteers or others must have an approved background check on file prior to:
o Supervisory responsibilities for youth participants or youth programs
o Involvement in an overnight youth program
o Unsupervised or one-on-one contact with a youth participant
o Involvement by anyone for whom state law requires a criminal background check (mandatory reporters such as teachers, medical professionals, etc.)
q [Prior to January 1, 2013] Youth program leaders must verify employee/volunteer eligibility to work with youth programs by submitting the ISU Youth Camp or Pre‐Collegiate Program – Background Check Request to the Office of University Counsel for screening against the National Sex Offender Registry.
q [Beginning January 1, 2013] The Office of Risk Management will process background screening (as appropriate for the youth program position).
o Each youth program employee/volunteer will complete a Self-Disclosure Form, which will be reviewed prior to approval for involvement with a Youth Activity, Pre-Collegiate Program, or Camp.
o [If the cost is not centrally funded] Program directors will need to provide a budget account to cover the cost of screening.
o The employee/volunteer and the program leader will be notified when the individual is approved or denied for activities involving youth participants. If an individual is denied, the program leader(s) will not be informed of why the individual was denied, just that the individual is not allowed to work with youth.
o Results of a criminal background check are available to the individual upon request, when requested in person and having two forms of picture ID.
q Any youth activity employee/volunteer must report any criminal arrest, citation, or conviction to the program leader immediately upon such arrest or conviction. The program leader must take the information to Risk Management for consideration of the suitability of the employee/volunteer to serve the program. Failure to do so may result in disciplinary action or discontinuance of services.
OPERATIONS
q A program leader must be identified for all youth activities, pre-collegiate programs and camps.
q Program leaders must receive an orientation on the Youth Activities, Pre-Collegiate Programs, and Camps policy and procedures.
q Program leaders are responsible to plan for and require the proper care and supervision of youth participants.
o Schedule all program time to provide minimal or no free unsupervised time.
· For any free unsupervised time, the program leader must consider the amount of time participants might have and evaluate this factor’s relationship to managing program risk.
o Design program elements to minimize escalation of competition into conflict and/or fighting.
o Assign age appropriate supervisory responsibilities to authorized adults.
o Develop and document a general safety plan, and include the plan in staff and participant orientation.
· For higher-risk activities (water activities, strenuous sports, use of special equipment, etc.) more specific planning and training should be documented.
o Establish procedures for managing the situation if a participant is missing/absent/unaccounted for during program activities (e.g. who should be informed, at what point should security or police authorities be advised, when parents will be advised).
o Develop an incident reporting plan to assure completion of Incident Reports to document emergencies, medical incidents and participant misconduct.
o Develop a protocol for staff to have access to contact information for parents or guardians of participants in the event of an emergency—both at and away from the main program area.
o Develop a protocol for appropriate staff access to participant Medical Information and Treatment Permission Forms.
q Program leaders must provide orientation for youth activity staff and volunteers.
o Discuss inclement weather procedures.
o Provide appropriate emergency medical training for key staff.
· ISU Emergency and First Aid Guidelines
· Emergency and First Aid Orientation / Training
· Urgent Care Resources Card for ISU Youth Camps and Pre-Collegiate Programs
· Provide first aid kits.
o Provide program leader contact information to be used in event of any medical or emergency incident.
o For other than key staff, provide an orientation on medical and emergency protocols including the names of key staff to contact for any medical or emergency incident.
o Provide orientation on applicable university policies, regulations, and guidelines; and local, state and federal laws concerning health, safety, and public order. Policies and requirements include, but are not limited to, the following:
· Smoke-Free Campus
· Alcohol, Drugs and Other Intoxicants
· Firearms and Other Weapons
· Fireworks, Pyrotechnics and Flame Effects
· Candles, Open Flames
· Facilities and Grounds Use
- Tampering with elevators, fire alarms, and other building property is prohibited.
· Discrimination and Harassment
- Conduct which is disruptive to other participants, university programs, or the programs of other sponsors is subject to disciplinary action.
- Conduct that endangers or threatens to endanger personal safety or property of others is prohibited.
· Reporting Responsibility
- Suspected child abuse and other criminal misconduct must be reported to the Department of Public Safety.
q Participants must be informed about expectations for conduct and safety.
o Brief participants on expectations and possible sanctions regarding conduct (e.g. hazing, horseplay, pranks, etc.).
o Provide an overview of applicable university policies (see above).
o Discuss inclement weather procedures .
o Inform participants about who to see or contact if they have an emergency (i.e. accident, injury, loss, policy issues, etc.).
ENROLLMENT AND DOCUMENTATION
q Develop enrollment materials that include appropriate disclosures of the nature of the program, including requirements for participation.
q Obtain documents such as participation agreements, incident report forms, parental permission agreements, and waivers from the Office of Risk Management.
q Retain waivers and incident reports until youth participants have reached 20 years of age. Retention is the responsibility of the sponsoring department/unit.
HEALTH AND MEDICAL
q Obtain appropriate medical release to treatment forms for participants; forms available through the Office of Risk Management.
q As appropriate for the specific youth activity, collect participant information regarding special medical considerations (i.e., food allergies, insect stings or bites, allergic reactions, activity restrictions, injuries sustained prior to program participation that might be aggravated or re-injured while participating in program activities, possession or use of prescription medication, allergic reactions to medications).
Note: For competitive applicants or limited enrollments, this information should be collected only after selection is made for participants
q Provide for the appropriate security of participants’ medical information.
q Follow up to ensure that restrictions are appropriately applied (e.g. providing that alternative foods and other preventative measures are taken to avoid exposure when allergies are noted and ensuring that arrangements are made to prevent specific contacts in the case of severe allergies).
q Establish rules related to securing participants’ medication, scheduling dispensation, refrigeration, or storage needs, and return of the medication to the participants or parents at the end of the session.
HOUSING
q Obtain ISU Department of Residence housing (for overnight stays) or arrange for approval with Office of Risk Management for alternate housing.
o Restrict access to the participant housing area.
o Provide instruction on security, loss prevention, and other housing related safety and security issues.
o Instruct participants about exit locations, procedures, and common meeting or reporting areas in the event of an emergency.
o Determine appropriate number of participants assigned to sleeping areas/spaces with consideration to gender and age.
o Establish appropriate curfew and communicate to participants; determine process to account for all participants at curfew, lights out, or other pre-determined times in the day or evening.
o Brief participants on safety provisions specific to the facility in which they are housed (i.e., prohibitions to sitting in windows, on ledges, and railing of high-rise buildings).
TRANSPORTATION
q Establish rules for participant transportation to and from the program assembly location at the beginning and end of the program (e.g., parental permissions required for transporting of children to and from the program by non-parent/non-guardian; person(s) to whom small children may be released).
q Assess transportation needs for participants during program.
o Determine that the vehicles are capable of safely completing the trip.
o Obtain evidence of insurance on the vehicle.
o Review weather conditions prior to travel.
o Arrange for appropriate loading and unloading sites for the buses, vans, and/or cars to avoid participant loading/unloading in or around traffic.
q When using university vehicles, comply with the following:
o Require Large Passenger Van and Vehicles Towing Trailers classroom training and behind-the-wheel training for all drivers who will operate 12- or 15-passenger vans or vehicles towing trailers.
o Require successful completion of a motor vehicle record (MVR) check for all drivers semi-annually.
o Provide orientation on the university Fleet Safety and Vehicle Use/Rental policy and related rules.
Page 5 of 5