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California State University, Long BeachCalifornia State University, Long Beach

ADMINISTRATIVE GUIDELINE

Youth Activities and Programs

Guideline Contents

  • Responsible University Officer:
    Risk Manager
  • Primary Guideline Contact:
    Risk Manager and Event Services

PURPOSE AND SCOPE

CSULB has a wide range of activities including camps, clinics, tours, workshops, recitals, tournaments, conferences and competitions all of which have persons below the age of 18 as the majority of participants or attendees. It is understood that the standard of care and supervision for a youth/minor population is not the same as the level for individuals of age of majority. As such, designated CSULB representatives should provide an appropriate standard of care and supervision for these youth activities.

The intent of this Guideline is to continue promoting the University to potential attendees by holding and/or permitting on-campus youth activities (or those held for youth participants as part of University business off campus) while assuring that those activities are conducted in a structured and safe environment. This Guideline clearly defines the role of each party involved in planning, review, approval, implementation, or records retention of activities aimed at youth as the primary participants or attendees.

This guideline applies to CSULB , the CSULB Research Foundation, and any University activities held in the University Student Union. Housing, SOAR, UPWARD Bound, and other established programs on campus may have additional requirements for youth activities, programs or camps specific to their areas of specialization.

GUIDELINE STATEMENT

Definitions

  • Youth Participant(s): any individual younger than 18 years of age.
  • Chaperon(s): Any individual over the age of 18 who is employed by or volunteers to work with youth participants. The Chaperon’s duties include direct contact and supervision of Youth Participants or access to youth participants’ personal identification data (sensitive data). Examples of a Chaperon include, but are not limited to, supervisor, coordinator, safety officer, judge, teacher, instructor, observer, mentor, coach, advisor, therapist, counselor, etc. An individual otherwise designated as the Program Sponsor and/or Program Director is also considered a “Chaperon” for purposes of mandatory background checks and Chaperon Code of Conduct.
  • Third Party or Cosponsored Chaperon(s): A Chaperon designated by a third party (including an Auxiliary) or being provided to meet Chaperon Ratios from a cosponsor to an event is identified as a Third Party or Cosponsored Chaperon. For purposes of this Guideline, Chaperon Ratios for an entire Program can be completed by any combination of Chaperons and “Third Party or Cosponsored Chaperons” so long as all other requirements of this Guideline are met.
  • Chaperon Ratios: Mandatory minimum ratio of Chaperons to Youth Participants. Ratios for various age groups should be calculated to create an average of the following ratios. The Campus Office of Risk Management may be contacted as needed for guidance on appropriate Chaperon Ratios. Two Chaperons must be present throughout Program regardless of total count and:
    1. 5 years and younger: One Chaperon for every 6 day Youth Participants with a minimum of two Chaperons. No overnight Youth Participants permitted.
    2. 6-8 years: Minimum of two Chaperons with 1:6 ratio for “overnight Youth Participants” and 1:8 ratio for “day Youth Participants.”
    3. 9-14 years: Minimum of two Chaperons with 1:8 ratio for “overnight Youth Participants” and 1:10 ratio for “day Youth Participants.”
    4. 15-18 years: Minimum of two Chaperons with 1:10 ratio for “overnight Youth Participants” and 1:12 ratio for “day Youth Participants.”

    NOTE: Chaperon Ratios are not required when a Program requires or reasonably anticipates that Youth Participants shall be accompanied by a legal guardian or a legal guardian’s authorized appointee.

    NOTE: At no time should there be a ratio of one chaperon to one youth.

  • University Facilities: Facilities owned by, leased to, or under the direct control and supervision of the University or any of its Auxiliaries.
  • Program: The term Program refers to planned or ongoing events designed to include or are highly likely to attract Youth Participants as primary “attendees” or participants” including but not limited to camps, lessons, workshops, clubs, clinics, competitions, teams, projects, practices, tours, rehearsals, research studies, recreation services (pool), research assistants, actors or participants in films/photography, or open-houses

    Program does not include:

    1. events open to the general public that are not targeted toward Youth Participants (such as varsity athletic competitions, community fairs, concerts, or graduations);
    2. regularly scheduled classes or activities designed primarily for enrolled students who are ages 16 and above or considered to be “incumbent students” for the next semester;
    3. activities creating a spontaneous presence on the campus without campus endorsement or sponsorship and where no preapproval or special use is required and/or occurring; or
    4. Events where legal guardians or an authorized appointee thereof are invited and/or reasonably anticipated to provide supervision of minors.
    Public entities may be subject to certain exceptions from these administrative requirements of a Program as is further defined in the section titled “Program Administration Duties.”

  • Program Sponsor: The Program Sponsor is the appropriate University administrator. e.g., Dean, Associate Vice President, Assistant Vice President (Level 3), responsible for authorizing the Program and ensuring the Program meets the requirements as set forth in this Guideline. The Program Sponsor will be identified as a central contact for Program information and is responsible for meeting all Event Management System (EMS) reporting requirements.

    A Program Sponsor must be pre-designated for any Program.

    A Program Sponsor can delegate the management of certain components of a Youth Activity to a Program Director. The delegation is limited to the general oversight, day-to-day planning, coordination, and implementation of the Program and its essential components and does not alleviate the Program Sponsor from ultimate responsibility for compliance with this guideline

  • Program Director: The Program Director, e.g., Faculty, Director, provides general oversight of the program and manages day-to-day planning, coordination, and implementation of the program and its essential components if so delegated by the Program Sponsor.
  • Campus Youth Facilitator: Administrative function designed to provide guidance to a Program Sponsor or Program Director in the fulfillment of the Youth Guideline requirements. Serves as central repository for related forms and process steps.
  • Venue Manager: Schedules and coordinates use of university facilities.

Program Administration

Prior to a Program commencing, it must first be reviewed and approved by the named Program Sponsor. All persons engaged in the Program must thereafter comply in good faith with their duties as outlined herein. It is within the Program Sponsor’s discretion to determine whether additional duties or responsibilities other than those set forth herein will be required of Youth Participants, the Program Director, or Chaperons.

All Program Sponsors, Program Directors, volunteers, and/or Chaperons with direct contact and sole supervision over Youth Participants or their personal identification data must submit to a mandatory background check prior to commencement of the Program. The check shall include: social security number trace to verify past places of residence, alias check (for past names used), local criminal record check, states of residence for criminal record check (prior three year minimum), and FBI criminal.

No individual shall be permitted to participate in direct contact and sole supervision with Youth Participants or have a defined role or responsibility where Youth Participants’ personal identification information is conveyed, if said individual does not have a verified, clean criminal background check, unless a written exception is provided by University Police.

All Program employees (or Program Sponsors or Directors who are considered employees) will comply with university policies regarding background checks and shall not have to resubmit to a background check if one was already performed prior to their hire.

Cosponsored or Third Party Administration

For a cosponsored activity, both the University and the cosponsor must identify and name individual Program Sponsors for the activity and outline shared responsibilities.

The Program Sponsor must be an employee, actor or agent of the third party and identified in the Facility Use Agreement prior to commencement of any Program at any University facilities.

For all events involving minors, Users must certify:

  1. that they have developed policies governing the appropriate conduct of adults towards minors,
  2. that they will maintain an appropriate chaperon to minor ratio, and
  3. where appropriate, utilize screening of employees that will oversee minors. University will retain the right to terminate use of its facilities if it observes conduct towards a minor that is inappropriate or presents a risk of harm to the minor. University employees are mandatory reporters under Penal Code §11166.

If programs governed, supervised and controlled by another public entity meet the statutory requirements of those entities including reporting obligations, record keeping requirements, employee training or clearance. University will accept those requirements in lieu of Youth Activities requirements as stated herein so long as a Facility Use Agreement is not required and the Youth Activities are day activities and not to exceed three days’ time.


Program Administration Duties

  1. The Program Sponsor shall:

    1. Ensure that all of the provisions of this Guideline are met;
    2. Verify and complete a Youth Activities Sponsorship form to be posted in the Event Management System verifying all requirements for holding a Program have been satisfied.
  2. The Program Sponsor or Program Director (if delegated responsibility) shall:

    1. Contact the Campus Youth Facilitator and self-select into the Youth Activities process;
    2. Consult with University Human Resources Management, when indicated, in selecting program staff and volunteers with the appropriate experience, qualifications and training based upon the age of the participants and the nature of the program;
    3. Identify number and kind of at risk populations present during event and scope of activities in which they will be involved and/or exposed to;
    4. Ensure appropriate training is completed by individuals in the Program, including but not limited to employees, chaperons, and volunteers.
    5. Be accessible and provide information as may be necessary in emergency situations or in the event of accident, injury or incident including coordinating efforts with Youth Participant(s) legal guardians;
    6. Collect, facilitate the execution of, and maintain all documents required in accordance with this Guideline: Release of Liability (All Youth Participants and to be kept for 3 years); Voluntary Medical Disclosures and Emergency Contact (Extended stay programs); Photo Release (All Youth Participants and to be kept for 3 years); Chaperon Codes of Conduct (All Chaperons prior to event and to be kept for 1 year following the event);
    7. Identify a first aid provider(s) for the Program or means to contact a first aid provider immediately, e.g. 911. Ensure Program Sponsor is notified immediately of any severe incident. All incidents must be reported using Report 268 Incident form within 24 hours of the incident.
    8. Obtain a copy of emergency evacuation plan and have abduction plan in place prior to commencement of any activities;
    9. Identify all risks associated with Program (e.g. sporting activities, transportation, food services, etc.) and notify/obtain release of liability from legal guardian of Youth Participants encompassing those risks;
    10. Walk through facilities prior to events taking place and inspect for any observable defects associated with facilities, vehicles, and equipment prior to commencement of Program;
    11. Maintain a structured environment during the Program including identifying and selecting age appropriate activities and ensure non-programmed or unsecured areas are not accessible;
    12. Enforce Chaperon Code of Conduct including notifying Chaperons of rules and appropriately responding upon Chaperon breach of the same;
    13. Assign safety officer(s) to conduct random checks/rounds and periodic counts of participants at events;
    14. Educate Youth Participants on rules and regulations of the Program including facilities that can be accessed, points of meeting for evacuation, food services, housing services, transportation rules, first aid/medical care, and schedules;
    15. Record that all Youth participants were placed in custody of their program at the start of each day and leave the program with a predesignated person.

    16. If applicable, the Program Sponsor/Director shall also:

    17. Identify allergy and diet restrictions of Youth Participants and arrange for accommodations for special dietary needs for Programs, especially those providing food;
    18. Arrange for, give safety instructions, and provide necessary, age-appropriate safety equipment for activities requiring safety instructions or safety equipment, e.g., minors in labs;
    19. Ensure Chaperon/Program Director with special skills is present if activity so requires or warrants (e.g. certified lifeguard with pediatric CPR license on duty during swimming, interpreter for language barriers/communication, sign language Chaperon for hearing impaired, etc.);
    20. For any extended stay activities and for populations that cannot self-administer medications, identify and arrange for permission and documentation of doctor’s prescription to administer during the Program;
    21. Institute a Youth Participant “buddy system” when appropriate and possible;
    22. Implement and enforce an age appropriate curfew of Youth Participants if providing Housing at a University facility or through a University or Auxiliary sponsored program;
    23. Obtain a phone number for Youth Participants’ legal guardians through which authorization for Emergency Care can be obtained at any time during a Program, and
    24. Obtain participant accident insurance of at least $25,000 per accidental medical incident for all Programs.
  3. The Chaperon shall:

    1. Complete an interview or formal assignment process with Program Sponsor or Director;
    2. Complete training on and review of all Youth Activities’ policies
    3. Sign a Chaperon Code of Conduct with acknowledgment and verification statement
    4. Provide proof of special professional licensure/certification if required;
    5. Abide by the Chaperon Code of Conduct during all Youth Activities; and
    6. Abide by any other campus administrative guideline including the Volunteer policy, the Defensive Driving Policy, the Field Trip Policy, or other applicable policies.
  4. Campus Youth Facilitator and Risk Management shall:

    1. Serve as a repository for forms and related documents for the Youth Activity Guideline.
    2. Serve as a central contact for Program Sponsors and Program Directors to provide guidance and support on fulfilling Youth Activity Guideline requirements.
    3. Provide certification on Youth Activities in Event Management System
  5. If applicable, Housing shall:

    1. Issue keys and assign rooms as needed to limit access to Youth Participants by unauthorized individuals, i.e., those not affiliated with the Program;
    2. Have Program Director or Program Sponsor certify that Chaperon ratios are compliant with this Guideline and immediately notify Program Sponsor and Program Director and request immediate remedy of the same if Chaperon Ratios fall out of compliance;
    3. Familiarize Chaperons, Program Director, and Youth Participants with overall building layout (elevators, fire alarms), security, and modes of exit/ingress;
    4. Brief Program Director on safety rules and regulations that must be relayed to participants; and
    5. At the Director of Housing’s sole discretion, enforce all other Housing rules and regulations or additions thereto if and when they are in service of the Youth Participants’ best interests.
  6. Venue Manager Shall

    1. Identify campus events with youth activities and connect Program Sponsor or Director to Campus Youth Facilitator – Event Services
    2. Obtain certification that campus events with Youth Activities are in compliance with this Guideline before proceeding with event
    3. Have all third parties complete a Facility Use Agreement and when the Agreement identifies the activity as a Youth Activity;
    4. Have the third party provide proof of participant accident medical insurance for athletic events and Abuse & Molestation Coverage;
    5. Request proof of documentation from third party in the event it appears that third party is not complying with any provision herein;
    6. Comply with and enforce all other venue rules and regulations in service of the Youth Participants’ best interests.
  7. California Law related to Suspected Child Abuse or Neglect

    1. All employees and volunteers involved in Youth Activities must abide by California State law and reporting requirements as they pertain to Suspected Child Abuse or Neglect. Whenever in your professional capacity or within the scope of your employment you have knowledge of or observe a person under the age of 18 years whom you know or reasonably suspect has been the victim of child abuse or neglect, you must report the suspected incident. Failure to report may result in criminal penalties. See Penal Code Section 11164-11174.3. Suspected violations of law must be referred to University Police.

PROCEDURES

None

ADDITIONAL CONTACTS

Subject Contact Phone Email
Primary Guideline Contact Felissa Waynick (562) 985-2396 Felissa.Waynick@csulb.edu
Primary Guideline Contact Mishelle Laws (562) 985-8356 Mishelle.Laws@csulb.edu

APPENDICES AND RELATED INFORMATION

Appendices (if any): N/A

Related Chancellor’s Office Policies:

  • N/A

Other Related Information:

  • Administrative Guideline on Volunteers

FAQ

NA

HISTORY

Issue Date: March 1, 2015

Last Review Date:

Amended Date: 5-12-2015, 4-5-2016

Amended Description: Abuse & Molestation Coverage overnight event criteria omitted.

4-5-16 updated primary guideline contact