1. Completing the documentation
February 2019
Darlene Locke Extension Specialist, Youth Development

2. Programs for Minors
Program is sponsored and operated by Texas A&M AgriLife Extension or a third party using Extension property/facilities.
Program is scheduled for more than two consecutive days AND/OR it involves an overnight stay requiring full supervisory responsibility for minors.
It is NOT held at the 4-H Conference Center.

3. Complete the Required Documentation
Go to Protecting our youth on the Texas 4-H website

4. Complete the Required Documentation
Scroll down…….to Programs for Minors section

5. Resources Programs for Minors Questions & Answers
Texas A&M Regulation
Programs for Minors Quick Summary Checklist
Programs for Minors Required Documentation Form
Risk Assessment, Management and Insurance Matrix
Accommodations Guideline for Persons with Disabilities
Waiver, Indemnification, Medical Treatment Authorization

6. Resources, continued Authorization for Dispensing Medication
Overnight Chaperone Volunteer Sample Position Description
Camp Chaperone Volunteer Sample PD
Texas DSHS Form EEH-28
Risk Assessment Matrix Examples
Programs for Minors Scenario Examples
Programs for Minors, ADA, Title IX

7. Complete the form
Item 4. Programs for Minors Required Documentation Form Link will take you to Formsite Create New User or Returning User username/login

8. Texas 4-H Youth Development Programs for Minors Checklist
3 Questions
Is program sponsored by Extension or a third party using Extension facilities?
Is the program two or more consecutive days AND/OR does it involve overnight stay with ‘full supervisory responsibilities?
Is program conducted at 4-H Conference Center?
If YES to #1 and #2 and NO to #3 – Document!
If YES to #3 – the 4-H Center completes form.

9. Program Information Program Director Title County District
Program Type (AgriLife or third party)
address Phone #
Name of Program Location
Beginning date Ending date
Number of consecutive days (1, 2, 3, 4 or 5+)
Did program have one or more overnight stays? (Y N)
Number of minor participants (can be edited)
Verification: were there 20 or more minors in attendance and the camp/program held for any part of four or more days, with or without an overnight stay. (Y N)
If Yes, triggers verification in Section II

10. Required Documentation
In this section and the next, the CEA or person inputting the information is verifying that the task is complete.
It is the responsibility of sponsoring County/District/State Office and program/event Coordinator to maintain a system of files with supporting documentation.

11. Required Documentation
Verified that Background checks have been completed and approved for employees and volunteers.
For volunteers, access 4-H Connect
In Volunteer’s profile look for ACTIVE status
Volunteer Screening is Approved
AgriLife employees records in HR
Waiver, indemnification and medical treatment authorization forms collected prior to the start of event
Template available under Protecting Our Youth on web

12. Required Documentation
Verified that employees and volunteers have completed Child Protection Training every 2 years
For AgriLife Employess, managed through TrainTrac
For volunteers, access 4-H Connect
In Volunteer’s profile complete a Member Report
Child Protection Certificate, can also pull Volunteer Screening Certificate

13. Required Documentation
If the Verification question in Section 1 (20+ minors and four or more days) was answered YES
Fourth question becomes ‘For programs with 20-plus youth and four or more days in duration, TDSHS form EEH-28 completed within five days of start of program
YES NO to verify that form was submitted
If Yes, also triggers a request for the Date that form was submitted to TDSHS

14. Texas DSHS form EEH-28
Roster of adults completing the Child Protection Training
List Employees and Volunteers
Course Name: Child Protection Training
Course Approval #: CPM
Submit by to address on form

15. Additional Required Documentation
Camp/program is approved in writing with Program Director identified – is it in your Plan of Work?
Risk Assessment Matrix completed; keep 3 years
ADA accommodations statement included on flyers, announcements
Consult Accommodation Guidelines for Persons with Disabilities when necessary

16. Additional Required Documentation
Authorization for Dispensing Medication forms collected for individuals requiring medication; keep 3 years
While not required, a Best Management Recommendation is to collect Health Information on each participant. Information related to current health condition, recent injuries or medical procedures that might impact participation, known food or other allergies.
If such forms are collected, must have a system to maintain confidentiality.

17. Additional Required Documentation
General liability and accident medical insurance secured
If participants are all active 4-H members or volunteers, covered under 4-H Inc for general liability and American Income Life (AIL) 4-H accident/medical policy
If program open to public may want to purchase additional AIL (or other vendor) insurance after completing risk assessment matrix
Texas 4-H Fast Facts Insurance document provides additional detail

18. Additional Required Documentation
Adequate chaperone/youth (1:8) ratio ensured for duration of event with chaperones also representing the gender of participants.
Volunteer Camp/Program Chaperone and/or Overnight Chaperone position description distributed
sample position description on web; adjust as needed
Chaperone orientation and review of duties conducted

19. Additional Required Documentation
Procedures are in place to prohibit communication, including by social media, between minors and counselors; outside of official communication for the program for minors.
Can be included in orientation, needs to be documented
Procedures are in place for reporting suspected abuse/molestation of minors.
All Texas A&M AgriLife employees complete CPT where this is discussed; Volunteers also complete CPT

20. Additional Required Documentation
Validation: Did this camp/program comply with all requirements of Texas A&M System Regulation
Answering YES to this question confirms that all tasks have bee completed and that accompanying documentation is available if requested.
Also confirms that records are maintained for the number of years required.

21. Commitment
Texas A&M AgriLife Extension and the Texas 4-H Youth Development Program are committed to ensuring a safe environment for youth and volunteers.
Part of that commitment is documenting that programs are in compliance with Texas A&M System Regulation
Thank you for your cooperation in this effort.
If you have questions or need additional information, please contact Dr. Darlene Locke, Extension Specialist Youth Development at