1. Youth Programs at UTRGV

2. WELCOME
UTRGV is committed to providing an enriching Vaquero experience for children and youth participating in any University Youth Program by creating a safe and secure environment.
New Youth Program Support Manager
A positive camp experience has a profound impact on youth well after the program has ended.
Youth Programs require enhanced care due to the age of participants.
The University name and image is impacted by all positive and negative experiences of camp participants

3. Agenda Welcome Items to be discussed by each respective area
Youth Program Implementation Guidelines
New registration process
Incident reports
Communication plan
Required Participant Forms
Environmental Health Safety and Risk Management
Auxiliary Services
University Housing & Residence Life
University Recreation Center
Health Services
Human Resources
Best Practices
End of Summer reporting

4. Key Objectives for Youth Programs
Provide meaningful summer educational and recreational opportunities for youth .
To provide Educational opportunities and Mentoring for Pre-K to 12th Grade to increase college preparedness particularly for STEM, Health and Medical Fields.
Create a safe and supportive environment
Network as a university community to maximize resources and enhance services
Follow established processes to protect students and the University .
Possibly recruit youth as future UTRGV students.

5. Summer Program Participants
Year
# of minors impacted
2016
4477
2017
4389

6. YOUTH PROGRAM REGISTRATION
All Programs must register at least 30 days prior to the start of program.
UTRGV.EDU/CAMPS
Camp Staff Toolbox
Request to Host a Youth Program form
Signature of Dean/ Unit Head / Designee is required

7. REQUIRED PARTICIPANT FORMS
Release and Indemnification Form
UTRGV Summer Camp Student Rules
UTRGV Summer Camp Applicant & Confidential Medical Information
UTRGV Summer Camp Medication Prescriber/Parent Authorization (Waiver for OTC Medication)
Measures to Protect K-12 Participants in Campus Programs Parent Acknowledgement
Leave Authorization List
Release of Student Information, Pictures, Video
Available on youth program website

8. CHILD PROTECTION TRAINING
Safeguard minors from sexual, physical, and emotional abuse, neglect.
Operate camps in a manner that reduces the risk of being accused of abusing a minor.
Report any potential abuse to the State.
Call the Abuse Hotline, 24 hours a day, 7 days a week, toll-free   from anywhere in the US to report abuse or neglect that occurred in Texas or
1 in every 4 girls and 1 in every 6 boys are sexually assaulted before the age of 18.
10% of students may be exposed on to sexual misconduct
It is crucial that we as Faculty and Staff safeguard their safety and overall experience at UTRGV.

9. WHO NEEDS CHILD PROTECTION TRAINING?
A campus program for minors is defined by applying the three (3) question rule:
Is it a program sponsored and controlled by a University college, school, unit, or department?
Are there minors in the program?
Are parents/guardians not expected to be responsible for their children during the program? UTRGV assumes the custodial care of the child.

10. CHILD PROTECTION TRAINING
Instructions to complete the UTRGV Child Protection Training:
Log on to myUTRGV. 
Click on the Blackboard icon.
Select the organization Environmental Health, Safety and Risk Management.
View the presentation entitled Child Protection Presentation.
Take the corresponding Child Protection Training Exam until you have earned an 80% or better.
In person training is offered for large groups on a limited basis.

11. SAFETY FOR YOUTH
Students should be monitored at all times and should not be without supervision at any time
Use caution during athletic activities; water related activities require a certified lifeguard
Procedures for releasing children from camp
Be aware of university crisis management plan
Students can only be picked up by an adult listed on the “Leave Authorization List”
Use of a camp produced pick up card system
Establish disciplinary procedures, document
Participant ID Cards are recommended
Ratio staff per student 10 to 1

12. REPORTING INCIDENTS
Camp Personnel must report serious incidents within 24 hours to the Youth Program Support Manager.
Detailed description of what happened, type of incident, and actions that took place to resolve it
Parents can submit an incident report as well under the Parent and Guardian tab.

13. COMMUNICATION PLAN
Communication plans are encouraged to be submitted to the Youth Program Support Manager prior to start of program.
In case questions or emergencies arise , we can direct parents to the right person, inform PD about camps happening to safeguard the safety of participants.
Last summer, Student Educational Outreach received 200 calls inquiring about camps

14. STAFF TRAINING MANDATORY
Complete background checks conducted by HR
Complete Child Protection training
Complete applicable trainings prior to program start date:
Driver Safety Training
Food Handling
12-15 Passenger Van
Lab Safety
Volunteers – See HR policy.

15. RECOMMENDED TRAINING FOR STAFF
Understanding of program purpose and participant age characteristics
Chain of communication
Boundaries between Student Staff and Youth
Teen dating violence
Strategies working with youth
Dealing with child behavior
How to respond to emergencies

16. SOCIAL MEDIA Form Required:
Release of Students Information, Pictures and Video.
BEST PRACTICES:
Publish pictures on the camp’s/program’s social media page, never personal accounts.
s regarding camp should be sent to parents
Staff and youth should not communicate on personal social media accounts.
Pictures of youth should not appear on camp staff personal social media accounts.
For Pictures or Press release, contact: University Marketing and Communications
Edinburg: (956)
Brownsville: (956)

17. CASH HANDLING PROCEDURES
In person- Either Set up certain dates for parents to pay in Bursar Office, or have pre filled deposit form available for parents to make the payment. For questions, please call Monica Meave or send an to Online – EPAY ability to accept payment by credit card via on line system. For questions, call 956/ , or 956/

18. PARENT ORIENTATION Host a parent orientation session to:
Inform parents of measures to keep children safe
Inform parents of the camp activities, schedule, and inform them of any known risks
Review all required forms and get signed
Introduce parents to program staff & provide tour
Inform parents about program learning objectives
Inform them about the process on how they can raise concerns through website or calling Youth Program Support Manager.

19. Best Practices Camp Planning and preparation
Develop Application Packets
Create Binders or folders for participant forms to be easily accessible
Summer Program Orientations
Students
Parents
Staff (student employees and other staff)
Summer Program Camp Manual
Outline Key Events, contacts, etc.
Agenda, Staff Contact, Emergency Contact

20. RESERVING SPACES ON CAMPUS
Visit the following website:
90 days in advance for Academic Spaces
120 days in advance for non academic spaces
YOUTH PROGRAM MUST BE REGISTERED TO GET ROOM RESERVATIONS APPROVED.

21. ENVIRONMENTAL HEALTH, SAFETY & RISK MANAGEMENT

22. Texas Youth Camp Rules Our Standard of Care
Title 25 ; Part I; Chapter 265; Subchapter B entitled Texas Youth Camps Safety and Health. This chapter does not apply to a facility or program operated by or on the campus of an institution of higher education or a private or independent institution of higher education as those terms are defined by Section , Education Code, that is regularly inspected by one or more local governmental entities for compliance with health and safety standards.

23. Training Requirements
Fire Safety /Evacuation training is required for all camp employees associated with an overnight camp
Laboratory Safety
Mandated for all camp participants prior to studying in the laboratory
Other safety related classes are available upon request

24. Training - Driver Safety
Prior to driving a UTRGV vehicle or cart (owned, leased or rented) employees are required to be an “authorized” driver. This is a two-step process consisting of 1) completion of a Texas DPS Motor Vehicle Record (MVR) check and 2) Completion of the Driver Safety Training. See following website.
dex.htm
12/15 Passenger Van Training : Required for all persons driving a 12/15 passenger van.
Camp Attendees cannot be transported in a personal vehicle

25. Laboratory Related Camps
Laboratory related camps that deal with hazardous chemical, biological agents, or hazardous physical processes present a higher risk to participants
Camp sponsors are required to appropriate moneys for personal protective equipment
Must purchase Camp Accident and Libailyt Insurance
Minors are prohibited from studying in camps with infections agents or radioactive materials
Participants are required to attend Laboratory Safety training prior to attending camp

26. Criminal Conviction And Sex Offender Background Checks
For individuals who do not receive Criminal Background Checks through the normal course of their employment. criminal conviction and sex offender background checks will be conducted on all individuals hired or assigned to employee or volunteer positions involving contact with minors at a camp and program for minors.
Camp Directors are charged with ensuring that all camp personnel get the appropriate Background checks.

27. Obtaining a Criminal Backgound Check
Background checks are conducted through Human Resources.
Departments should send a spreadsheet showing name, area, and departmental contact order to obtain a special code and website.
Departments should direct the individuals to log into the website provided and supply the special code in order to request a background check.
Departments will receive results directly from the department of Human Resources.

28. Mandatory Insurance Policies
The following Camps are required to have Accident and Liability Insurance.
Overnight
Athletic
High Risk (Laboratory related Camps)
Insurance must be purchased through the University EHSRM Department.
The policy provides the following insurance
Accident Insurance
Pays for medical bills in the event that a child is injured. Primary vs Secondary
Liability Insurance
Pays for bodily injury liability, property damage liability and the litigation costs to defend against such claims.
Obtain insurance forms at the following website : policies/index.htm
Background checks are conducted through Human Resources.

29. Waivers/ Releases
Waivers are required for all athletic overnight camps/programs, and high risk camps and included as part of the registration process.
Minors are generally incompetent to enter into a contract. A release signed by a minor, is unenforceable.
Waivers must be signed by authorized guardian
Parents must be aware of what they are signing

30. Camp Health Officer
Athletic Camps and Overnight Camps are required to have a Camp Health Officer
Person certified in American Red Cross Community First Aid and Safety, or its equivalent, shall be in the camp and on call at all times, and will be considered the Camp Health Officer.
EHSRM provides First Aid/CPR/AED training
Administers medications (release) . Over the counter or prescription drugs cannot be administered without release from guardian.
Oversees child with confirmed or infected disease

31. UTRGV’s Emergency Challenges
Manmade disasters
Fires, Environmental Releases
Natural disasters
Hurricanes, Tornados, Flooding
Infrastructure disasters
Loss of power, loss of computer services
UTRGV Crisis Management Plan
UTRGV Desk reference Guide
EVERBRIDGE Mass Notification
Long term camps can sign up w/ Everbridge through Office of Emergency Preparedness

32. Non-UTRGV Affiliated Camps
Complete the Facility Use/Rental Contract through Campus Auxiliary Services
administration/campus-auxiliary-services/index.htm
All camp personnel are required to attend Child Protection Training or demonstrate proof.
The third party must agree to indemnify and hold harmless the component university from any and all liability and claims arising from the program.
The third party must agree to maintain insurance acceptable to the component university including the listing the component university as an additional insured and providing a certificate of insurance before the program occurs.
Liability
Accident Insurance
Workers Compensation Insurance

33. Amusement Ride Safety Inspection and Insurance
28 TAC Chapter Five, Subchapter requires vendors to have accident and liability insurance and compliance sticker attached to the ride.
Includes inflatables
State has approved vendor list
Acquire through purchasing for approved vendor.
Rides without a sticker will be shut down
oZg

34. Remember!

35. OFFICE OF COMPLIANCE

36. Institutional Compliance Meeting
Nothing is better for creating a college-going culture in the Valley than these camps, BUT
Nothing is harder for the institution to recover from if a child gets abused when on campus.
He cited the experience of Penn State, where abuse occurred, was known at least in part by executive management, but was not addressed.
Several executive managers were fired, and the institution focused on little else for an extended period of time
Thus it is very important that
Our protocols for treating youth, handling certain issues at pickup, etc are well known.
Processes for reporting all exceptions are well defined, effective, and fast.

37. HOUSING AND RESIDENCE LIFE

38. Residential Camps & Conferences
Department of Housing and Residence Life
Summer 2018

39. Unity Hall
Card swipe access and 24 hour Front Desk assistance
Mailbox and parcel area
Free Laundry facilities – located on the 1st floor
Free student parking permit – Resident Parking Only
Elevators
Two (2) Study Rooms in each floor
Each floor has a lounge with a big screen TV/TV connections
Courtyard
Computer lab
Wireless printing available through the Front Desk- Vaquero Print
Snack and soft-drink vending
Community kitchenette area with microwave in building lobby
Recreation rooms (billiards, ping pong, game tables)
Media room equipped with a big screen TV
Multipurpose rooms (available for private events and meetings)

40. Heritage & Troxel Hall
Card swipe access and 24 hour Front Desk assistance
Mailbox and parcel area
Free Laundry facilities – located on the 3rd floor
Free student parking permit – Resident Parking Only
Equipped with small living area in each floor
Study area, TV/Game lounges
Wireless printing available through the Front Desk- Vaquero Print
Snack and soft-drink vending
Community kitchenette area with microwave in building lobby (personal microwave are not allowed in Heritage & Troxel Hall)
Recreation rooms (billiards, ping pong, game tables)

41. Village Apartments All bedrooms are private.
XL Single beds, desks and task chairs
Chests of drawers & built-in closets
WiFi Internet access throughout the hall
Furnished living room with sofa, lounge chair, multi-use cube/end table
Private washer and dryer
Heating, air-conditioning, all utilities, Internet access, cable are included in the room and board package
Room Dimensions: approx. 12 ½ x 8 ½

42. UTRGV Casa Bella Apt. Apartment Style Free standing furniture
Single Bedroom
Full size bed, drawers, closet , desk and task chair.
Own private restroom.
Double Bedroom (shared bedroom)
XL Twin size bed, drawers, closet, desk and task chair.
Share restroom with roommate.
Living room
Coffee table, end table, TV stand, long sofa, and sofa chair.
Kitchen
Microwave, washer and dryer, stove, full size fridge, kitchen island and stools.

43. Pricing per Night Departments
Edinburg
Department:
$19.50 Double per person
$23.00 Single per person
One time $12 cleaning fee per room
Linen Rental - $10
Brownsville
Department:
$22 Single Occupancy per person
$15 Double Occupancy per person
One time $25 cleaning fee
Linen Rental - $10

44. Steps to Make a Reservation
Complete Summer Camp Conference Inquire Form Online : conferencescamps/index.htm
Department receives Quote
Receive Residential Camp Conference Reservation Agreement- review, sign, & return to H&RL
H&RL will you the Summer Program Guide & Participant Forms- must be signed & returned prior to moving in
Summer program Guide- signed by Conference/Camp Director
Participant Forms- signed by each participant (if minors, parent signature is required

45. Reservation Periods follow Summer Sessions
Reservation Periods follow Summer Sessions * The departments goals is to maximize occupancy. * Please schedule your camp duration to match the summer academic terms.
Spring – Jan. 1 – May 30
Summer I – June 3 – July 10
Summer II – July 11- Aug. 17

46. General Items to Consider
Notify us as soon as possible due to limited space
Department is responsible for student damages and behavior
Health, Welfare, Maintenance and Safety Checks
Cleaning Charges vary
Students are separated by gender when possible
All K-12 camps require live-in in Camp Counselors
Check-in time- 3:00pm
Check-out time- 11:00am

47. Department of Housing and Residence Life Edinburg: (956) Brownsville: (956)

48. Contact Daniela Venegas Youth Programs Support Manager
Office of Student Educational Outreach
Emilia Schunior Ramirez Hall 1.101
1201 W. University Drive
Edinburg, Texas 78539
Office: (956)