Youth Programming Policies

Policy Author:
Conference Services

Responsible Office – Department:
Conference Services/Athletics/Academic Affairs

Effective Date of Policy:
June 1, 2022

Purpose:

Daemen is committed to the safety and protection of all members of the campus community including those who are visitors and guests.  There are occasions when the campus will determine that it is within the mission of the institution to bring minors on to the campus for academic, social, and/or enrichment opportunities.  In those instances, it is critical that the institution provide an additional ethic of care for minors (i.e those under the age of 18) and even more so for youths (i.e. those under the age of 13).  It is Daemen’s policy that before a group consisting of minors and/or youths are allowed on campus for an organized event, additional policies and procedures are implemented to ensure that the group and/or sponsoring organization has been properly vetted, the individuals working with the youths are properly trained, and enhanced security measures are implemented.  This policy applies to all organizations wishing to bring on organized minor/youth events, such as camps, institutions, and/or activities under the auspices of Daemen.  The information contained within this policy is not designed for prospective student day visits to campus. 

Scope:

All Daemen Community Members

Policy Narrative:

In order for an organized minor/youth event to occur on campus, Daemen must ensure that the following guidelines are met:

1. Insurance.  If it is an external organization utilizing space on campus, they must provide proper insurance (liability, including sexual abuse/molestation coverage, and workman’s comprehensive) to a level determined by the Controller for the nature of the event.  If it is an internal event, the Controller must ensure that the institution’s policy is updated for the event.
2. Appropriate staffing levels.  The sponsoring organization must maintain the correct ratio between staff and youth as outlined by the American Camp Association:
   1. 5 years & younger – 1 staff; 5 campers overnight, 1:6 day
   2. 6-8 years – 1:6 overnight, 1:8 day
   3. 9-14 years – 1:8 overnight, 1:10 day
   4. 15-18 years – 1:10 overnight, 1:12 day
3. Approval of employees.  The sponsoring organization must ensure that the staff who are hired are appropriately screened which includes, at a minimum, background checks, interviews, and references.  In certain instances, such as an overnight camp with minors/youths, Daemen may also require fingerprinting for all employees based on the nature of the camp.
4. Emergency procedures.  Internal groups must follow standard Daemen procedures and protocols as outlined in the Emergency Response Plan by the University.  External groups may choose to submit their own plan, subject to approval by the Office of Conference Services, which will be in addition to Daemen’s emergency response procedures.
5. Standardized forms.  All events must collect information on the attending minor/youth which includes information on: medical needs (physical and/or mental health), photography and video release, assumption of risk, and cancellation policy.  Forms must be signed by a parent or guardian for all minors and youths, as well as signed by any minor between the ages of 13-18. 
6. Protocol for pick-up/drop off.  The sponsoring event must have designated drop off/pick up locations with a designated parent/guardian, which must include a mechanism to ensure that the minor/youth leaves with the proper person.  
7. EMT available.  Certain events, such as those involving overnight housing or a heightened level of activity, must have an EMT available.  Daemen can provide one at an additional cost using the DCRS program.
8. Established set of rules.  Each event must have an established set of camp rules which includes, but are not limited to, behavioral requirements, policies prohibiting use of drugs, alcohol and weapons, refunds, and disability accommodations. 
9. Public Health Policy.  If needed.

Procedure for Requesting a Youth Program:

Before a department or individual can host a youth program on campus, they must submit a brief proposal (see form) to their appropriate cabinet member which outlines the mission-centric purpose, focus, resources needed, costs, personnel, and a tentative schedule, which answers the specific points of the policy above.  If approved by the appropriate cabinet member, the department or individual can begin planning the event in conjunction with Conference Services, unless it is strictly an athletic camp.  In that instance, it would be managed through Athletics. All approved events must be planned with one of these two offices and utilize campus only resources including dining, a/v, etc, unless specifically approved for off-campus rental. Daemen facilities include, but are not limited to, classrooms, parking lots, outside spaces, housing, dining services, and technology.

Once spaces are confirmed, the plan for the event, including approval from the vice president, tentative agenda/outline, and specific requirements for youths must be brought to the Youth Programming Committee for final approval.  

Upon approval of the Youth Programming Committee, information regarding the youth program (i.e., website, brochure, flyer, etc.) will be sent to Marketing & Communications to be added to the youth programming website.

While exceptions can be made, it is expected that no less than 120 days is allotted for approval of a Youth event.

Existing programs, camps, and events, would not be expected to receive approval, but rather be reviewed within this context and ensure that it complies with these guidelines.

Training and Documentation

The Office of Conference Services will coordinate training prior to the event starting on campus to ensure proper understanding of emergency protocol by all organizers.

The sponsoring organization, internal or external, may choose to use their own system to register minors/youths.  However, an e-folder of necessary medical documentation as well as a list of all attendees with emergency contact information must be provided to Conference Services in advance of any event.  This information must be sent via a secure upload system and only be shared with those individuals who are directly managing the event and/or emergency responders on a need-to-know basis.