51³Ô¹ÏÍø

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 51³Ô¹ÏÍø 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 51³Ô¹ÏÍø 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 51³Ô¹ÏÍø Registry of Authorized Programs
    • Determine the type of program you are entering:
      • 51³Ô¹ÏÍø Sponsored Event - 51³Ô¹ÏÍø maintains control of minors (Organized 51³Ô¹ÏÍø camp, course, or event where minors are attending)
      • Hosted Event by 51³Ô¹ÏÍø - 51³Ô¹ÏÍø does not maintain control of minors (Program where a school or organization maintains control of the minor but the event is being held on 51³Ô¹ÏÍø property)
      • Facility Use Only - third party renting 51³Ô¹ÏÍø 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 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 51³Ô¹ÏÍø 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 51³Ô¹ÏÍø 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 51³Ô¹ÏÍø Participant Forms From University Compliance
    • Every minor participating in a 51³Ô¹ÏÍø 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 51³Ô¹ÏÍø 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.
    • 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
      • 51³Ô¹ÏÍø 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