Policy Author:
Student Affairs
Responsible Office – Department:
Student Affairs and Employee Engagement
Effective Date of Policy:
July 27, 2026
Purpose:
This policy establishes responsibility and requirements for youth programs in which minors
(those under the age of 18) are participants.
Scope:
Unless excluded below, this policy applies to all Youth Programs associated with Daemen University that serve one or more youth participants, where one or more University faculty, staff, students, student employees, graduate assistants, contractors, or volunteers is knowingly supervising the youth participants or knowingly allowing an external entity to use University facilities for the purpose of operating a Youth Program.
This policy applies to all faculty, staff, students, student employees, graduate assistants, contractors, or volunteers working in Youth Programs.
Youth Programs subject to this policy may be operated on or off campus. The policy applies year-round and is not limited to Youth Programs that operate during the summer months.
Policy Narrative:
- Definitions:
A. Youth Program: A “Youth Program” is any event, operation, or endeavor that is
(1) operated, conducted, or organized by any unit or organization supported by or affiliated with the University or occurring in University facilities; (2) that includes minors; and (3) during which parents or legal guardians are not expected to be responsible for the care, custody, or supervision of the minors. A Youth Program may be University-Sponsored or sponsored by an External Entity but held in University facilities.
i. University-Sponsored: A “University-Sponsored” Youth Program is any Youth Program that: (1) the university solely owns and operates; (2) the university jointly operates with another organization; or (3) the university contracts with another organization to provide. University-Sponsored Youth Programs may or may not take place in University facilities.
ii. External Youth Programs: “External Youth Programs” are those offered by an individual or entity that is not affiliated with Daemen University but takes place in whole or in part in Daemen University facilities. The external entity assumes full responsibility for the care, custody, and supervision of the youth participants and must comply with all University policies.
iii. Co-sponsored Youth Programs: are those in which Daemen University and an External Entity have shared responsibility for care, custody, and supervision of youth participants.
B. Minor: A “minor” is any person who has not reached the age of 18 years, is not a matriculated student of the University, or a person accepted for matriculation.
C. Youth Program Participant: A “Youth Program Participant” is a minor attending a Youth Program at or affiliated with the University.
D. Youth Program Staff: “ Youth Program Staff” are any individual aged 18 years or older, both paid and unpaid, who have direct contact with youth participants, and may include faculty, staff, students, student employees, graduate assistants, contractors, or volunteers. Program staff are responsible for (1) planning, teaching, coordinating, and carrying out activities and/or (2) supervision of youth participants in the activities or programs. The term “Youth Program Staff” does not include individuals who provide services that are limited in nature (such as a lecture or presentation) and who have no direct individual contact with, or oversight of, youth participants.
E. Youth Program Administrator: “Youth Program Administrator” is an individual aged 18 or older, designated as the primary contact for the Youth Program and is responsible for Youth Program administration and ensuring compliance with the Policy. - Exceptions
A. Campus events open to the general public, such as sporting/athletic competitions, facility rentals, art exhibits, admissions open house, etc. wherein parents/legal guardians are expected to provide care, custody, and supervision.
B. Field trips where children are brought to campus by a school or other organization and the children remain in the care, custody, and control of school or organization officials responsible for the field trip.
C. Official University admissions-related activities for prospective students. - Staffing Levels
a. Youth Programs must maintain the correct ratio between youth program staff and youth participants as adapted from the American Camp Association:
- 5 years & younger – 1 staff; 5 overnight youth participants, 1:6 day
- 6-8 years – 1 staff, 6 overnight youth participants, 1:8 day
- 9-14 years – 1 staff, 8 overnight youth participants, 1:10 day
- 15-17 years – 1 staff, 10 overnight youth participants, 1:12 day
- Minimum Standards of Conduct for Interacting with Minors in a Youth Program
A. Youth Program Staff shall not:
i. Be alone with a child, especially in a restroom, locker room, shower, sleeping area, or vehicle, unless the Youth Program Staff is a relative or guardian of the child.
ii. Photograph, film or otherwise record a Youth Program Participant without the prior written consent of the Participant’s parent or legal guardian.
iii. Engage in physical abuse or sexual abuse of a child.
iv. Engage in the use of alcohol or illegal drugs, or be under the influence of alcohol or illegal drugs during Youth Program(s).
v. Enable, facilitate or fail to address a child’s use of alcohol or illegal/non-prescribed drugs.
vi. Contact a child through electronic media, including social media, for the purpose of engaging in any prohibited conduct, including sexual conduct.
vii. Offer or make a gift to a child for the purpose of engaging in any prohibited conduct, including sexual conduct.
viii. Release a child from a Youth Program without a written authorization from the child’s parent or guardian.
B. Youth Program Staff shall:
i. Complete all necessary background checks, training, and other administrative tasks required.
ii. Take all reasonable measures to prevent physical and sexual abuse of a child, including immediately removing a child from potential physical abuse, sexual abuse or prohibited conduct.
iii. Report immediately any suspected physical abuse or sexual abuse of a child to Daemen Campus Safety, persuant to requisite training.
iv. Comply with all Daemen University campus policies and procedures. - Program Administration
A. Youth Program Administrators must collect and maintain, at a minimum, parental/legal guardian permission to participate, transportation release (who is authorized for pick-up), parental/legal guardian contact information, emergency contact information, relevant medical history, consent for emergency medical treatment, a liability waiver, and photography or media release for each youth participant in a Youth Program.
B. All Youth Programs must maintain a Youth Program Participant roster and take attendance each day(s) of the Youth Program. Rosters must be readily available in the event of an emergency to account for all persons.
C. All Youth Programs must identify a pick-up/drop-off location and report such to Daemen Campus Safety.
D. All Youth Programs must identify a procedure to check-in/out Youth Participants at the start and end of the program and ensure all Youth Participants leave the program with the appropriate parent/legal guardian.
University Sponsored Youth Programs
- Program Staff
A. Screening
i. All program staff will be background checked by the Employee Engagement office. Only those who successfully pass the check will be permitted to act as program staff.
B. Training
i. All program staff must complete requisite training (e.g. child abuse awareness, mandated reporter) prior to program start.
External Youth Programs
- Program Staff
A. Screening
i. Host entity must conduct background checks of all program staff within 90 days of the start of the youth program. Additional screening may include checks of references, sex offender registry or other verifications.
B. Training
i. Daemen University will provide training to appropriate Program Staff related to University policies and procedures.
ii. Youth Program Administrators should consider trainging topics or Program Staff such as child abuse awareness, mandated reporter, First Aid/CPR. Proof of training(s) must be provided to Daemen University at least 10 business days prior to the first day of the Youth Program.
2. Insurance
A. Host entity must provide proper insurance (liability, including sexual abuse/molestation coverage, and worker’s comprehensive) to a level determined by the Daemen University Controller based on nature of the event.