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Programs Serving Non-Enrolled Minors Pre-Planning Guide

  • 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
  • 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

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