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 Professional & Continuing Education at continuinged@ung.edu or 678-717-2377 before proceeding.

  1. Read the UNG 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 UNG 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 UNG Registry of Authorized Programs
    • Determine the type of program you are entering:
      • UNG Sponsored Event - UNG maintains control of minors (Organized UNG camp, course, or event where minors are attending)
      • Hosted Event by UNG - UNG does not maintain control of minors (Program where a school or organization maintains control of the minor but the event is being held on UNG property)
      • Facility Use Only - third party renting UNG facilities through PCE (Facility rental where minors will be in attendance but will be in full control of a parent or guardian, PCE use only)
    • Completes the Programs Serving Non-Enrolled Minors Registry of Authorized Programs form (login required)
    • 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 UNG 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 UNG 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 Professional & Continuing Education 
    • Authorized vehicles and drivers are identified
    • Dorm space is reserved
    • Dining Hall services requested
  8. Obtain Link and Directions for UNG Participant Forms From University Compliance
    • Every minor participating in a UNG 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 UNG 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. Learn more about the Background Investigation Procedures.
    • Authorized Adult Training & Staff Code of Conduct must be complete for all program staff/authorized adults and volunteers, with approval from University Compliance, 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:
      • Safety and security
      • Check-in and check-out procedures
      • Emergency response protocol
      • Inclement weather protocol
      • Injury and illness protocol
      • Participant conduct management
      • Reporting misconduct by staff or participants protocol
      • First aid/CPR training
      • Mandatory reporting
      • UNG 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:
    • The following forms must be kept for five years from the event end date:
      • Staff Background Check Approvals
  11. Event is Held
  12. Program Audit by University Compliance