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Steps for Planning Programs Serving Non-Enrolled Minors

If the program, camp, or activity is either sponsored or co-sponsored by an external group or organization, please contact the Office of Event & Venue Operations at EVO@ung.edu or 678-696-2956 before proceeding.

  1. Read the 麻豆精品在线播放 Programs Serving Non-Enrolled Minors Policy and Procedure
  2. Determine Program Director
    • Identifies and trains program staff
    • Direct responsibility for the on-site operation of a program
  3. Determine Program Administrator
    • Must be 麻豆精品在线播放 employee
    • Coordinates all logistics
    • Maintains documentation and required forms
    • Assures compliance before, during, and after program
    • Prints copies of appropriate State Licensure Exemption documents for program file
    • May be the same person as the program director
  4. Program Administrator Enters Program Information Into 麻豆精品在线播放 Registry of Authorized Programs
    • Determine the type of program you are entering:
      • 麻豆精品在线播放 Sponsored Event - 麻豆精品在线播放 maintains control of minors (Organized 麻豆精品在线播放 camp, course, or event where minors are attending)
      • Hosted Event by 麻豆精品在线播放 - 麻豆精品在线播放 does not maintain control of minors (Program where a school or organization maintains control of the minor but the event is being held on 麻豆精品在线播放 property Example: field trip)
      • Facility Use Only - third party renting 麻豆精品在线播放 facilities the Office of Event & Venue Operations (Facility rental where minors will be in attendance but will be in full control of a parent or guardian, EVO use only)
    • Completes all required training and ensures all staff participating in the program are fully trained
    • Ensures all staff comply with the Staff Code of Conduct
    • Ensures background checks are complete for all staff through 麻豆精品在线播放 Human Resources
    • Obtains appropriate university forms to be used during the program
    • Program administrator will be accountable for compliance
  5. Next Level Supervisor Approves Program on 麻豆精品在线播放 Registry of Authorized Programs
  6. Program Director Must Complete Required Trainings
    • Complete the Protecting Youth: Abuse and Neglect Prevention Training (training link will be assigned in Vector)
  7. Program Administrator Determines Logistical Needs of the Event
    • Registration services through the Office of Event & Venue Operations
    • Authorized vehicles and drivers are identified
    • Dorm space is reserved through the Office of Event & Venue Operations
    • Dining Hall services requested
  8. Obtain Link and Directions for 麻豆精品在线播放 Participant Forms From Director of Regulatory Risk for Youth Programs
    • Every minor participating in a 麻豆精品在线播放 sponsored event must complete the participant forms prior to participating in the activity.
    • Link will be published to registration page or provided to participants by the Program Administrator.
    • Form completion must be tracked by the Program Administrator.
    • Records related to Non-Enrolled Minors must be kept by the Program Administrator.
  9. Complete All Program Staffing Requirements 
    • Submit job description to Human Resources at a minimum of 45 days prior to the activity/camp.
    • Ensure you have adequate staff hired to adhere to the required staff-to-minor ratios:
      • ages 5 years and younger: one staff for each five overnight campers and one staff for six day campers
      • ages 6 - 8 years: one staff for each six overnight campers and one staff for eight day campers
      • ages 9 - 14 years: one staff for eight overnight campers and one staff for 10 day campers
      • ages 15–18 years: one staff for 10 overnight campers and one staff for 12 day campers
    • Prepare and submit job offer for all program staff to Human Resources 20 days prior to the activity/camp.
    • Identify all volunteers and have them complete both the 麻豆精品在线播放 Affiliate Application (PDF) and Affiliate Agreement (PDF). Forms should be turned in to Human Resources 20 days prior to the activity/camp.
    • Background checks for all program staff/authorized adults and volunteers must be approved by Human Resources at a minimum of 10 business days prior to the activity/camp. Documentation should be maintained by the Program Administrator in the activity/camp file.
    • must be complete for all program staff/authorized adults and volunteers, with approval from the Director of Regulatory Risk for Youth Programs, at a minimum of 10 business days prior to the activity/camp.
    • Additional staff training complete for all program staff/authorized adults and volunteers at a minimum of three business days prior to the activity/camp:
      • Purpose & mission of the camp
      • The planned schedule of activities
      • Assignments and responsibilities of staff
      • Safety and security
      • Check-in and check-out procedures
      • Emergency response protocol
      • Inclement weather protocol
      • Injury and illness protocol
      • Participant conduct management
      • Reporting and responding to incidents of misconduct
      • First aid/CPR training (at least one authorized adult should be trained)
      • Mandatory reporting
      • 麻豆精品在线播放 policy and procedure
      • Program specific training
    • Distribute Employee/Volunteer Handbook (PDF). You may use this handbook or create your own for this step. Please save a copy of the additional training used, who the training was distributed to, and when/how it was distributed.
  10. Forms Are Collected and Retained by Program Administrator
    • The following forms must be must be kept for three years after the participant reaches the age of 18:
      • Applications/registrations
      • Parental consent forms/medical forms
      • Incident reports
      • Rosters and attendance
      • List of authorized adults
    • The following forms must be kept for five years from the event end date:
      • Staff Background Check Approvals
  11. Event is Held
  12. Program Site Visit during the program for select programs conducted by the Director of Regulatory Risk for Youth Programs
  13. Complete the