All youth activities, pre-collegiate programs and camps must be approved as follows before activities may be advertised or occur:
Academic programs sponsored by a department, faculty or staff in Academic Affairs must be approved by the appropriate department head and Dean of the College.
Programs or camps sponsored or endorsed by UNI Athletics must be approved by the Director of Athletics or designee.
Programs or camps sponsored by all other units must be approved by the appropriate department head and Division Head.
Student organization activities involving youth participants must be approved by the organization adviser, Director of Maucker Union or designee and the Vice President for Student Affairs.
All programs must process receipts and expenditures according to applicable university financial and accounting policies.
All forms used in registration materials must be approved by University Counsel.
If food is served programs must follow Preparation and Service of Food & Beverage on Campus: http://www.uni.edu/policies/1317
The University’s Equal Opportunity and Non-discrimination Statement should be added to all publicity materials http://www.uni.edu/policies/1303
Documents and Retention
Documents such as parental permission agreements, waivers, and participation agreements should be retained until youth participants have reached 20 years of age. (Note: Iowa law permits youth to bring claims on their own for one full year after reaching the age of majority (age 18) even if parents or guardians have not previously filed a claim.)
Consideration should be given to including waivers (signed by parent or guardian) for the program, camp or activity.
Each program or camp must have registration forms including at least the following: participant address and phone number, emergency contact information, evidence of parental/guardian permission to participate, medical release information, and any other activity-specific material before accepting participants into the program.
Each program or camp must have documentation of any disability related accommodation requests and response plan. See: http://www.uni.edu/policies/1315
Programs should follow the minimum guidelines of the American Camp Association for ratio of adult program supervisors (18 years or older) to program participants. Current standards are:
5 years and younger, 1 authorized adult for every 5 overnight youth participants and 1 authorized adult for every 6 day youth participants
6-8 years: 1:6 for overnight, and 1:8 for day
9-14 years: 1:8 for overnight and 1:10 for day
15-18 years: 1:10 for overnight and 1:12 for day
All program staff, including volunteers, must have passed a criminal background check (through standard university procedure) and names be checked against the sex offender registry. Costs associated with background checks are the responsibility of the sponsoring organization. If off campus housing is used for overnight activities, those individuals are also subject to these procedures.
General Safety Measures
Document all general safety measures and include the overview in staff and participant orientation
Provide camp point of contact information, including phone number(s) and email (including at least one alternate contact) to all parents/guardians
Gather and maintain emergency contact information for all program participants; insure that the program leader and/or staff have access to the information
Gather and maintain any medical information, if appropriate, for all program participants; protect the confidentiality of all information while insuring that appropriate program staff are aware of the needed information
Inform participants about who they are to contact if they have an emergency (accident, injury, loss or other issues)
Discuss and clarify severe weather procedures
Provide first aid kit(s) and appropriate training for key program staff (i.e. first aid training, CPR, etc.)
Schedule all program time to provide minimal or no unsupervised participant time
Have specific guidelines and requirements for any unsupervised participant time
Establish procedures for managing the situation if a participant is absent or unaccounted for during program activities (i.e. who should be informed and when, involvement of police, notification of parents, etc.)
Develop clear guidelines regarding participant conduct and applicable university policies, including when to contact parents and/or dismiss participants
Provide copies in writing to parent/guardians and participants
Review general guidelines and policies (as appropriate) in participant and staff orientation including but not limited to: Child Abuse: http://www.uni.edu/policies/1320
- Smoke Free campus http://www.uni.edu/policies/810
- Alcohol and Drugs http://www.uni.edu/policies/1318
- Firearms and Other Weapons http://www.uni.edu/policies/303
- Candles and Open Flames http://www.uni.edu/policies/704
- Fireworks http://www.uni.edu/policies/303
- Fire alarms http://www.uni.edu/policies/704
- Violence Free Campus http://www.uni.edu/policies/710
- Discrimination and Harassment http://www.uni.edu/policies/1302
- Equal Opportunity and Non-Discrimination Statement http://www.uni.edu/policies/1303
- Rules of Personal Conduct http://www.uni.edu/policies/303
- Reporting Responsibility
- All issues: Retaliation and Misconduct Reporting http://www.uni.edu/policies/1319
Protection of Children in the Workplace: http://www.uni.edu/policies/1322
Program staff should not purchase, consume or provide alcohol during programs or on campus or in any way relating to such activities
Higher Risk Activities (Water related, location, equipment use, strenuous sports, etc.)
Carefully consider location to avoid any isolation or one-on-one contacts as defined in this document
Carefully consider time of day and availability of light for any activity
Have alternative activities planned in advance to avoid severe or inclement weather
Arrange for certified life guards for any water activity
Arrange for qualified staff to assess swimming proficiency for any water activity
Arrange for the appropriate quantity and size life jackets for any water activity
Arrange for adequate supervision for higher risk activities; this may include a smaller ratio of adult to participant supervision
Arrange for adequate supervision of any participant who, for whatever reason, is unable or unwilling to participate in the scheduled activity
Require the “buddy system” in all activities (i.e. participants do not engage in any activity alone)
Arrange for availability of medical assistance and/or certified trainers as appropriate for the activity
For outside activity, especially that which may be strenuous, arrange for preventative measures related to heat (i.e. cool drinks, frequent breaks, rest periods, shade, etc)
For outside activity, provide clear direction for procedures and shelter in a weather related emergency
Provide information and training to staff regarding recognition and treatment of heat related conditions
Use only housing approved by camp or program sponsors for overnight university programs and restrict access to the participant housing area
Provide instruction to participants on security, loss prevention and other related security issues
Instruct participants about exit locations, emergency procedures and evacuation, and evacuation meeting areas in the case of emergencies
Instruct participants of location of tornado shelter area(s)
Determine appropriate number of participants assigned to sleeping areas/spaces with consideration to gender and age
Establish appropriate curfew and communicate to participants
Determine process and documentation to account for all participants at curfew and any other pre-determined times during the day or evening
Participants’ whereabouts should be accounted for at all times during their stay
Chaperones should be charged with monitoring after hours activities of participants and be assigned to each floor where participants are housed
Individuals who work, volunteer or participate in programs/camps should not be assigned to living quarters that are isolated
Brief participants on safety related guidelines associated with facilities (i.e. sitting on railings, windows, etc.)
Consider appropriate identification to be worn by program participants and authorized staff
When using UNI Housing, all arrangements (including any required contracts) must be made through the Department of Residence and comply with their policies and procedures
Establish rules for participant transportation (i.e. assembly location(s), parental permission for transportation, etc.)
Assess transportation needs during program
Determine that vehicles are capable of safely completing the trip
Obtain evidence of vehicle insurance
Obtain evidence of a valid driver’s license and appropriate driving record for all drivers
Arrange for appropriate locations to load/unload vehicles
Follow all related university policy for vehicle use, including seat belts, driver’s license check for university drivers, and passenger limitations in 15 passenger vans (Motor Vehicle Usage 9.63)
Follow all appropriate state laws regarding passenger safety (i.e. seat belts, car seats, etc.)
Health and Medical
Collect, maintain and make available to appropriate program staff, all participant information regarding special medical considerations (i.e. food allergies, insect stings, allergic reactions, activity restrictions, possession or use of prescription medication, etc.)
To avoid gathering and maintaining unnecessary medical information, this should be collected for only those who have been accepted to the program. Information regarding participants on wait lists, competitive selection, etc. should be gathered only after they have been accepted to the program.
Provide for appropriate security for all medical and medical related information
Follow up with the program staff to insure that all restrictions and concerns have been adequately met
Establish rules related to securing participant’s medication, scheduled dispensation, meeting storage requirements, and return of unused medication to parents/guardians at the end of the program.
Youth participant: an individual under the age of 18
University sponsored program: A program offered by a UNI department or unit
University affiliated program: A program actively supported by a UNI department or unit and co-sponsored by another entity that provides the primary operational control, supervision and program management. University facility use and services are provided by contract or as a means of in-kind support.
Third Party program: A program operated by an individual, organization or entity external to UNI. This includes any UNI employee who is operating a program or activity that is outside of the scope of employment or employment contract obligations. UNI leases facilities to the third party but is not involved in operations, supervision or management unless contractually obligated.
Program sponsor: UNI college, department, unit or the third party entity that operates the program
Program leader: The authorized adult responsible for program management and operation.
Program Staff: Individuals (paid or volunteer) who provide services or interact with program participants
One-On-One Contact: Personal, unsupervised interaction between program staff and a youth participant without at least one other program staff, parent or legal guardian present.