Let’s Go / Let’s Grow: Inclusive 4-H Child Protection at Camps and Programs for Minors

The purpose of this update is to: ◉ Share important information ◉ Highlight key documents and resources ◉ Review system regulations and procedures ◉ Address questions, comments or concerns Child Protection – Camps and Programs for Minors

Why Now? - The world is different than it was when many of us were kids…. What did we learn from the Penn State and Jerry Sandusky situation? It’s the right thing to do for many reasons And….. it’s the law Child Protection – Camps and Programs for Minors

As youth development professionals we have a responsibility to: ◉ Protect staff and volunteers by providing sound guidance and direction ◉ Protect the children we work with ◉ Protect our funders including the system and state and county government by adhering to uniform processes and procedures ◉ Serve as a model for other youth serving organizations Child Protection – Camps and Programs for Minors

Who Decided? The State, System and Extension have created regulations that require us to follow a defined process and uniform procedures when offering camps and program for minors “We are committed to ensuring that camps and programs for minors, which are sponsored by or conducted under the direction of Extension, will provide activities in a safe, nurturing environment. Extension units that conduct camps and/or programs with minors must comply with the Texas A&M University System Regulations and agency procedures.”

Child Protection – Camps and Programs for Minors These documents can be used as reference and provide helpful information in understanding the process and terminology used in the regulations and procedures: Texas A&M System Regulation Camps and Programs for Minors Texas A&M AgriLife Extension Service Procedure X0.01

How Do We Define Camps and Program for Minors?  System and thus, Extension programs for minors that are sponsored and operated by members (Extension) or third parties using member (Extension) property/facilities  where full supervisory duties of the minor(s) is the member (Extension) or third party’s responsibility and that are held for  more than one consecutive day without an overnight stay or that involve overnight stays  providing supervision, instruction, and/or recreation where the children are apart from their parent(s)/legal guardian(s). Child Protection – Camps and Programs for Minors

 Camps and programs are defined in the broadest sense of the words. The key is to determine if the camp or program meets the criteria previously outlined - ◉ consecutive days or overnight, ◉ full supervisory responsibility, ◉ no parents or guardians present to monitor their child’s behavior Child Protection – Camps and Programs for Minors

What about Camps and Programs for Minors Not on Consecutive Days or Overnight? The guidelines and procedures outline best practices to use in any youth program. While the requirements are not mandatory, they are useful in guiding all program delivery and addressing risk and liability. Child Protection – Camps and Programs for Minors

My Camp/Program Meets the Requirements – What’s Next? 1. Camp/program is approved in writing by Program Leader with Camp/Program Director identified – this Director will be responsible for completing the remaining steps 2.Complete Risk Assessment Matrix during event planning and keep on file in a secure location for a minimum of 3 years 3.Include accommodation statement in promotional materials and set deadline for identifying youth with special needs. Identify and make a plan to implement reasonable accommodations Child Protection

What Is Required? 4.Provide and collect TX 4-H CAMP & ENRICHMENT PROGRAM WAIVER, INDEMNIFICATION AND MEDICAL TREATMENT AUTHORIZATION FORM prior to the start of the event and keep a copy on file in a secure location for a minimum of 3 years. Depending on the program or activity – you may need to make multiple copies so all adults have access whenever or wherever needed. Remember this must remain confidential information before, during and after the event 5.Distribute, collect and complete Authorization for Dispensing Medication (TDSHS form 7238 which links to the TDSHS web site) as appropriate for individuals requiring medication and keep for a minimum of 3 years. Child Protection –

What Is Required? 6.Secure general liability and accident medical insurance through the System Risk Management Camp Program, as identified in System Regulation (4-H camps will follow the 4-H guidelines for general liability insurance whenever practical). A third party camp with insurance from another source that meets risk management standards and has been validated, will not be required to purchase additional insurance ◉ If on the A&M College Station Campus – contact the State 4-H Office or group you are organizing the event through, ◉ If not on campus – contact AIG or another approved vendor ◉ If needed, secure proof of insurance policy (from Texas 4-H Inc.) Child Protection –

What Is Required? 7.Extension employees and volunteers complete Child Protection Training every 2 years and prior to the start of the camp/program 8.Background checks completed and approved for employees and volunteers every 3years Child Protection –

What Is Required? 9. Ensure an adequate chaperone/youth (1:8) ratio for the duration of the event with chaperones also representing the gender of the participants 10. Distribute Volunteer Position for Camp/Program Chaperone or Overnight Chaperone position descriptions to paid and volunteer staff (see PDF’s for samples) 11. Provide chaperone orientation and review duties prior to the start of the event Child Protection –

12.Complete and submit the Texas Department of State Health Services (TDSHS form EEH-28) “Camps and Programs for Minors” form within five days of start of camp/program if meeting the following criteria: ◉ Has more than 20 campers who are not enrolled at the institution ◉ Is not a licensed day or youth camp ◉ Campers attend or temporarily reside at the camp for all or part of at least 4 days 13.Complete Authorization for Dispensing Medication (TDSHS form 7238) for those youth requiring medications and keep on file for three years after the camp or program date. Child Protection –

Summary – You Must Document the Following:  Approved in Writing - Procedure Reference 1.0 and 10.0  Risk Assessment Matrix - Procedure Reference 7.0  ADA Accommodation Statement and Provisions Made - Procedure Reference 11.0  Waiver, Indemnification and Medical Treatment Authorization Forms - Procedure Reference 6.0  Authorization for Dispensing Medication Forms with Completed Record - Procedure Reference 5.0  General Liability and Accident Medical Insurance - Procedure Reference 12.0  4-H Child Protection Training Completed - Procedure Reference 13.0  Background Checks completed and Approved - Procedure Reference 2.0  Adequate Chaperone/Youth (1:8) ratio - Procedure Reference 9.0  Volunteer Camp/Program Chaperone or Overnight Position Descriptions - Procedure Reference 8.0  Chaperone Orientation - Procedure Reference 8.0  Texas Department of State Health Services “Camps and Programs for Minors” Form – Procedure Reference 14.0 (as applicable)

And finally…….. 14.Complete the online fillable TEXAS 4-H & YOUTH DEVELOPMENT CAMPS AND PROGRAMS FOR MINORS EVENT CHECKLIST located on the Texas 4-H web site documenting completion of the above requirements at least 5 days prior to the event. This form identifies the steps discussed previously and provides documentation. ◉ Note – the location of the event may determine additional steps required by the institution or organization as outlined in this form. This should be noted when completing the form Child Protection –

Why the fillable form?  Provides a quick reference and summary of the event at the state and local level should something tragic occur  Provides back-up documentation for information you should have on file and is readily accessible  Media will often contact the State 4-H Office without notifying you and it provides a quick summary and heads-up Child Protection –

Who does it apply to?  These regulations, policies and procedures apply to all Texas 4-H and other Agrilife Extension Service camps and programs for minors  Includes all county, district, region and state level camps and programs for minors meeting the criteria Child Protection –

What do I do next?  Follow the regulations, policies and procedures for all applicable programming ◉ Included: Retreats and other events where youth are in the full care/custody of the Texas A&M AgriLife Extension Service for the duration of the event ◉ Not included: A 3-day clinic or workshop where Extension provides the program ONLY and parents/guardians are primarily responsible for transportation, lodging, meals, supervision and other non-programmatic functions of participation Child Protection –

What do I do next?  Follow the guidelines and complete the steps  Be prepared for system and 4-H audits and reviews  Identify a secure place to store required documents  For questions, comments or concerns contact: Jill Martz, Extension Specialist – 4-H Youth Development: Inclusion Child Protection –

 What if I follow all of this and something tragic happens? The procedure that has been in place has not changed Get emergency help first by contacting 911, law enforcement, fire department or other appropriate agency such as Child Protective Services If a person has cause to believe there is abuse or neglect, the first report should be to law enforcement (System Reg , Section2) Child Protection –

 What if I follow all of this and something tragic happens? Maintain confidentiality and instruct leaders to do the same Complete required paperwork including a summary of the event/situation Refer media inquiries to the agency identified spokesperson(s) - District Extension Administrator, State 4-H Leader, State Extension Specialist – 4-H Youth Development: Inclusion Child Protection –

Questions, Comments or Concerns? Please contact: Jill Martz, Extension Specialist, 4-H Youth Development: Inclusion Child Protection –