Programs Serving Non-Enrolled Minors

All planned activities are consistent with the institution’s mission
Each program has a designated program director
Safety & Security planning
- Background checks on volunteers, staff and student workers
- Policies / rules in place for participant, volunteer and staff conduct
- Appropriate participant-to-staff ratio provided (consideration of age & activity)
- Guest visitation protocols in place
- Check-in & check-out procedures in place
- Inclement weather protocols in place
- Established protocol for injury or illness
- Protocol for reporting and responding to participant, staff or volunteer misconduct (including mandatory reporting)
- Emergency notification procedures in place
- Inspection of facilities to be used
Appropriate Forms & Waivers
- Participation Agreement and Waiver
- Medical information & release
- Sports physical, as appropriate
- Authorization to administer medications
  - Over the counter medication
  - Self-administration of prescription medication
- Media release
- Pick-up authorization
- Health insurance information has been obtained
Training for Staff, Volunteers & Counselors
- Safety & security protocols are reviewed
- Emergency response protocols are reviewed
- Reporting and responding to incidents of misconduct protocols reviewed
- Participant conduct management and disciplinary procedures reviewed
- Detecting and reporting abuse or neglect training conducted
- Process for reporting of injury or illness
- First aid & CPR
- Institution policies / code of conduct
- Orientation planned for participants to review rules and reporting procedures
Facility Usage, Insurance & 3rd Parties
- Facilities have been reserved and there are no scheduling conflicts
- Appropriate forms completed
- Certifications from 3rd party camps that items on checklist are being done
- Appropriate insurance obtained
  - General liability
    - Other insurance as appropriate
Transportation
- Transportation needs have been identified
- Authorized vehicles and drivers have been arranged
Program Employment
- Institution employees educated on proper use of leave
- Structured volunteer program is in place

Programs Serving Non-Enrolled Minors Pre-Planning Guide