IV. Policies for College-Sponsored Youth Programs

IV. Policies for College-Sponsored Youth Programs

The scope of this provision extends to Central College’s employees, contractors, volunteers, and any authorized representatives of the College who are representing the College in conjunction with any College-sponsored Youth Programs, whether on or off campus. All persons subject to this Policy must still meet any additional requirements above and beyond this Policy that relate to the specific Youth Program. To the extent any other policy conflicts with this Policy, this Policy controls. When a Sponsoring Unit intends to present a Youth Program, the following requirements must be met.

A.     Program Requirements

1. Background Checks

a.  Program Directors for Youth Programs and Authorized Adults who have Direct Contact with Minors in Youth Programs must complete a background check before the Youth Program begins. College employees who have had a background check upon their hire shall have an updated background check done within the 12 months preceding the beginning of the employee’s participation in the Youth Program.

b.  Central College’s Office of Human Resources will coordinate background checks, in accordance with existing policies, including specifically the Central College Employment Investigation Background Policy.

2.  Participant Information/Communication

a.  The Sponsoring Unit shall maintain a list of all Youth Program participants (Minors and non-Minors) and a directory of Program Authorized Adults. This list shall include each participant’s name; local room assignment (if applicable); age; address and phone number(s) of parent or legal guardian, as well as emergency contact

b.  The Sponsoring Unit shall establish an appropriate plan (e.g., phone tree, email, text message, ) for the notification of Minors’ parents/legal guardians in case of an emergency, including medical or behavioral problem, natural disasters, or other significant Program disruptions.

c.  The Sponsoring Unit shall obtain a Medical Information and Release Form for each Minor Youth Program participant. All forms must include the following:

     i.  All emergency contact information including name, address, and phone number of the emergency

     ii.  A list of any physical, mental, or medical conditions the Minor has, including any allergies, that could impact his/her participation in the Youth Program.

     iii.  A statement authorizing the release of medical information and emergency treatment in case the parent/legal guardian/emergency contact cannot be reached for permission.

     iv.  The Program Director shall maintain the confidentiality of this information and share it with others only on a need to know

3.  Supervision of Minors and Access to University Facilities

a.  The Program Director and Authorized Adults should make every effort to ensure all activities involving Minors are supervised by at least two Authorized Adults. It is, however, acceptable for an individual Program staff member to provide program services to a group of participants (e.g., classroom instruction or outdoor activities) if the activity is conducted in an open or public area where the group is visible to others outside the group at all times (this includes classroom or meeting activities where open doors or windows allow for a clear line of sight).

b.  In accordance with the American Camp Association, the ratio of program staff to program participants must reflect the gender distribution of the participants, and should, at a minimum, meet the following:

     i.  Standards for resident camps are:

     ii. Standards for day camps are:

c.  Program staff shall assign a staff member who is at least 21 years of age to be accessible to participants. If Youth Programs are using the residence halls, the assigned staff member must reside in the residence Additional Authorized Adults should be assigned to ensure One-on-One Contact with Minors does not occur and that appropriate levels of supervision are exercised at all times.

4. Training

a.  Training for Youth Program staff must include, at a minimum, review of this Policy and procedures under this Policy, including the Guidelines for Working with Minors set out below; and completion of the online training course from the College’s training vendor, or another online training course. Contact the Title IX Coordinator and Equity Officer for access to online.

b. Program staff must know how to request local emergency services and how to report Suspected Child


5.  Travel

a.  Youth Program staff should avoid transporting Minors in College vehicles and/or personal vehicles (e.g., picking up Minors from or dropping off Minors at their homes or transporting them to and from off-campus activities) unless necessary to and authorized by the Youth Program. However, at no time shall any Youth Program Director, staff member, or Authorized Adult be alone with a Minor in any type of

b.  When traveling off-campus for activities in conjunction with Youth Programs, Youth Programs should also follow the guidelines below for the appropriate supervision and safety of


6.  Electronic Communication and Social Media

a.  Youth Program staff shall not have any direct electronic communications with Minors in Youth Programs unless it is related to Youth Program activities and another Authorized Adult is included on the

b.  Youth Program staff shall not “friend,” send messages, send photos, or otherwise contact any Minors from their personal social media accounts. 

7. Rules of Conduct

Youth Program participants and staff must abide by all College rules and may be removed from the program for non-compliance with rules, including but not limited to the following:

B.     Guidelines for Working with Minors in Youth Programs

Those associated with Youth Programs should attempt to observe the following “dos” and “don’ts” in order to maintain a safe and positive experience for program participants, encourage parental confidence, and avoid mistaken allegations.