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.

Step 1: Read the UNG Programs Serving Non-Enrolled Minors Policy and Procedure

Step 2: Determine Program Director

Identifies and trains program staff
Direct responsibility for the on-site operation of a program

Step 3: Determine Program Administrator

Must be UNG employee
Coordinates all logistics
Maintains documentation and required forms
Assures compliance before, during, and after program
May be the same person as the program director

Step 4: Complete Planning Programs Serving for Non-Enrolled Minors Training

Step 5: Develop Implementation Plan for Program

Use programs serving non-enrolled minors pre-planning guide
How does the program align with UNG’s mission?
Determine the program’s staffing requirements
- Background checks through UNG Human Resources's University Affiliate Form
- Authorized adult training
- Staff code of conduct
- Volunteer registration form
- Additional screening requirements
- Additional staff training
Determine what training will be needed by program staff
- 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
Determine if UNG will provide transportation or housing
- Authorized vehicles and drivers are identified
- Dorm space is reserved
- Dining Hall services requested
Determine which UNG participant forms are required
- Authorization to administer medication
- Medical information authorization
- Copy of recent physical
- Media release
- Participant agreement and waiver
- Pick-up authorization
- Participant code of conduct
- Advisement of non-licensure

Step 6: Program Administrator Enters Program Information into UNG Registry of Authorized Programs

Program administrator certifies
- Planning programs serving non-enrolled minors training has been completed
- Authorized adults will comply with code of conduct
- Program staff will complete authorized adult training
- Background checks will be complete through UNG Human Resources's University Affiliate Form
- Approved university forms will be used
- Bright from the Start approval of exemption and notice of non-licensure will be posted
- Program administrator will be accountable for compliance

Step 7: Next Level Supervisor Approves Program

Step 8: Program is now an Authorized Program

Step 9: Identify Program Staff/Authorized Adults

Paid or unpaid
Direct contact with, supervises, interacts with, chaperones, or oversees minors
Includes faculty, staff, students, volunteers

Step 10: All program Staff/Authorized Adults complete:

Background check through UNG Human Resources's University Affiliate Form
Authorized adult training
Staff code of conduct
Any additional screening
Additional staff training from implementation plan (Step 5)

Step 11: Program Director and Program Administrator Ensure all Elements of Implementation Plan (Step 5) are in Place

Step 12: Program Administrator Collects and Retains all Signed Required Participation Forms

Step 13: Post Bright from the Start Approval of Exemption and Notice of Non-Licensure

*State licensing document(s) will be available by May 20, 2017.

Notice of non-licensure*
Exemption approval letters*:

- Blue Ridge Campus *
- Gainesville Campus *

- Cumming Campus *
- Oconee Campus *

- Dahlonega Campus *
- Pine Valley *

Step 14: Program is Held

Step 15: Records are Retained by Program Administrator

Until participant reaches 21 years of age
- Applications/registrations
- Parental consent forms/medical forms
- Activity records
- Rosters and attendance
- List of authorized adults