The requirements for hosting campus programs for minors stem from a shared commitment to provide a safe environment and meaningful experience for participants that not only meet the minimum legal requirements but also reflect the University’s core values of Excellence, Integrity, Leadership, Loyalty, Respect, and Selfless Service. The Texas A&M University Rule for Campus Programs for Minors (24.01.06.M0.01) outlines the requirements for compliance.
Background checks are required annually for all authorized adults who exercise care, custody, and/or control of minors in program activities. This includes, but is not limited to, faculty, staff, volunteers, coaches, instructors, TAMU students, etc. Documentation that a search was conducted must be maintained for a period of three years for volunteers and five years for TAMU employees.
How to Submit Background Checks
Starting September 1, 2016, background checks will $23.70 per person and must be performed through Texas A&M University Human Resources (TAMU HR) using the forms below as this check ensures the use of the National Criminal History and National Sex Offender databases. Program Sponsors must retain documentation that these checks were performed (usually in the form of an email from TAMU HR listing the names of the cleared individuals) for a minimum period of three (3) years.
These forms may be used to list multiple individuals on your program staff. In other words, you will not need to complete this form for each person. Please be sure to use the Background Check List Template to list the names and emails of the individuals to be checked.
Background Checks with Negative Results
The following criminal/deferred adjudications automatically disqualify a person from participating in a campus program for minors:
- Felony or misdemeanor under Texas Penal Code
- Title 5, Chapter 22 (Assaultive Offenses);
- Title 6, Chapter 25 (Offenses Against the Family);
- Title 7, Chapter 29 (Robbery);
- Title 9, Chapter 43 (Public Indecency) or § 42.072 (Stalking);
- Title 4 § 15.031 (Criminal Solicitation of a Minor);
- Title 8 § 28.17 (Failure to Stop or Report Aggravated Sexual Assault of a Child), or
- Any like offense under the law of another state or under federal law.
Should a background check come up with an automatically disqualifying offense, that individual will not be eligible to participate in campus programs for minors. The Department of Student Activities will contact the Program Sponsor via email to let him or her know of the ineligibility.
The following criminal convictions/deferred adjudications may disqualify a person from participating in a campus program for minors:
- Misdemeanor or felony committed within the past ten years under Texas Penal Code
- §46.13 (Making a Firearm Accessible to a Child),
- Title 10, Chapter 49 (Intoxication and Alcoholic Beverage Offenses), or
- Any like offense under the law of another state or under federal law; or
- Misdemeanor or felony under the Texas Health and Safety Code Chapter 481 (Texas Controlled Substances Act), or any like offense under the law of another state or under federal law.
Should a background check come up with a “may disqualify” offense, the Department of Student Activities will develop a recommendation which will be forwarded to the Texas A&M University System Office of General Counsel (OGC) for legal review. OGC shall provide a written legal sufficiency review of the recommendation of the employment or assignment of the person as a CPM program staff member. The Department of Student Activities will then contact the Program Sponsor via email to let him or her know the final decision regarding eligibility.
Texas A&M Human Resources Contact Information
Recruitment & Workforce Planning
Human Resources | Texas A&M University
1255 TAMU | College Station, TX 77843-1255
Child Protection Training
As a requirement under the Texas Education Code § 51.976, all individuals in a position involving contact with participants at a campus program for minors must complete a training and examination program on sexual abuse and child molestation. The Texas A&M University System created an online training that meets the requirements of the Education Code and has been approved by the Texas Department of State Health Services. All Texas A&M University CPM program staff members must complete this training.
CPM program staff members are defined as authorized adults who interact with, supervise, chaperone, or otherwise oversee minors in program activities. This includes, but is not limited to, faculty, staff, volunteers, coaches, instructors, graduate/undergraduate students, etc. These individuals are most likely to be in a position to utilize the information in the training because of the potential for trusting relationships with the participants.
Access Child Protection Training
To access the online Child Protection Training, you will need to log in with a valid email address and a password that will be given to you by your organization/department. Note: Please do not use an email address with an underscore “_” in it. The system does not recognize addresses with this character. Upon successfully completing the course, an email will be sent to the address you used to log in to the training. This email will contain a link to the completion certificate. Click this link, save or print your certificate, and send your certificate to your Program Sponsor. For more specific instructions on how to complete the online training, please click here.
If you are a current employee of Texas A&M University, you may use either option above. By selecting the link for TAMU employees, this will allow you to complete the training in TrainTraq and receive credit on your employee training transcript. The button above will take you directly to the training, but you will have to provide your log in credentials for Single Sing On first. Please send a copy of your transcript to your Program Sponsor as proof of completion.
Texas Department of State Health Services (TDSHS) Form
All Campus Programs for Minors must submit the Texas Department of State Health Services (TDSHS) Form to firstname.lastname@example.org no later than five (5) business days before the first day of the program. Our office will then submit the information to the State of Texas. This document provides a summary of the staff members for your program who have completed child protection training. If your staff completed the training through one of the links above, the course name is “TAMUS Child Protection Training,” and the approval code is “CPM12-0066.” All child protection training documents (TDSHS Form and individual certificates) must be retained for two years.
Reporting Child Abuse & Other Maltreatment
Texas law requires any person having cause to believe that a child’s physical or mental health or welfare has been adversely effected by abuse, neglect, or other maltreatment to immediately make a report to law enforcement. The law also provides immunity for those who make a good faith report since we are not responsible for verifying whether suspected or alleged abuse has actually occurred. This means that all have a legal responsibility to report abuse whether it is witnessed, known, reported, alleged, suspected, etc.
If you witness, suspect, or receive a report of child abuse regardless of when the abuse occurred:
- Call local law enforcement (local police or sheriff’s office). If it is an emergency situation, call 9-1-1 (if using a TAMU campus phone, 9-9-1-1).
- Report the situation to your supervisor and CPM Program Sponsor (unless they are the source of the abuse or neglect)
- Supervisors and Program Sponsors are then required to file an online incident report through the Department of Student Activities, noting the report number and the name of the individual law enforcement officer who took the report.
At least two members of the program staff must be registered through the Texas A&M University Code Maroon Emergency Notification System or branch campus equivalent. Code Maroon is Texas A&M University’s emergency notification system that gives the University the ability to communicate health and safety information in an emergency.
Each participant and his or her parent/guardian and CPM program staff members must complete a Texas A&M University CPM liability waiver. For Texas A&M employees serving as CPM program staff, if the CPM program is in fulfillment of job responsibilities listed in your TAMU job description, a waiver is not required. All waivers must be retained by the Program Sponsor for at least three (3) years after the program date.
Each blank space on the wavier must be completed with your program’s information. The first two spaces in the first section will be for your program’s name and the name of your organization/department. The third blank, under the Indemnity Clause section, will be a list of the potential risks that the program participants will be exposed to during program activities. Please be sure to list the risks of participation rather than naming the activities of the program. In addition to physical risks, there may exist other types of risk – consider including emotional risks that the participant may experience as well.
IMPORTANT: Make sure the language that is bolded, underlined, and italicized remains that way in the releases distributed to your camp participants. Also, the font on the waiver should be at least 10-point font to be sufficient (even if the waiver is part of a brochure). Do not make changes to this form other than inserting the name of your camp/program where indicated.
If your program wishes to use a different waiver, verification that the Office of General Counsel has reviewed and approved the waiver must be sent to the Department of Student Activities. Other waivers may be used in addition to the Texas A&M University CPM Waiver if the Program Sponsor feels their waiver is more specific to the event.
Medical Facility Notification Letter
Prior to the program, the CPM Program Sponsor should identify a hospital/urgent care facility to refer participants to in the event of an emergency. Sponsors will need to send a letter to the chosen medical facilities letter them know the dates of their program, approximate number of participants, and the policy information for the CPM insurance coverage secured by the Department of Student Activities. A template has been created to help make this process easier.
Below you will find the address and contact information for local hospitals in College Station & Galveston.
1604 Rock Prairie
College Station, TX 77845
700 Scott & White Drive
College Station, TX 77845
2801 Franciscan Street
Bryan, TX 77802
301 8th Street
Galveston, TX 77555
Incidents and accidents may involve minor to major physical injuries of participants and/or program staff, behavioral issues, hospital/doctor visits, or over-the-counter medication disbursement. Incident Reports must be submitted to the Department of Student Activities within 24 hours following the incident by the CPM Program Sponsor or his/her designee using the online Campus Program for Minors Incident Report Form.
A person having cause to believe that a minor’s physical or mental health or welfare has been adversely affected by abuse, neglect, or other maltreatment by any person shall immediately make a report to local law enforcement. This legal requirement will be communicated to all individuals participating in the management/supervision of TAMU CPM or personnel of third party CPMs utilizing TAMU property. As above, the Program Sponsor will complete the online Campus Program for Minors Incident Report Form within 24 hours. Please see the section regarding Child Protection Training for further information.