Considerations for Recognized Student Organizations
General Requirements for Compliance
As leaders of recognized student organizations, you are held to the same high standards as any university department, college, or administrative unit, however, the way your organization meets these standards may look a little different. This page is designed to help you navigate those responsibilities, including compliance with Texas A&M University Rule for Campus Programs for Minors (24.01.06.M1), as well as other relevant federal, state, and university laws, rules, and regulations. Use this resource in conjunction with other sections of our website to ensure your organization’s adherence to university expectations.
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Risk Requirements Meeting (Section 1.1.1.)
The first step in the process is to meet with University Youth Programs (UYP) for an annual Risk Requirements Meeting before the start of any program. During this meeting, UYP will collaborate with the student leader to assess the appropriate level of risk responsibility for activities occurring before, during, and after the program. This meeting may also address specific requirements and any exemptions related to the Campus Programs for Minors (CPM) process, as outlined in University Rule 24.01.06.M1, Section 1.1.1.
To schedule a Risk Requirements Meeting, please use the ‘Meet With’ buttons on the About Us tab or email [email protected].
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Annual Program Sponsor Training (Section 4.3.)
Starting in Fall 2024, the required training has been integrated into the recognition process through Student Activities. To maintain your organization’s recognition status, every president, treasurer, and advisor must complete this training. This will also satisfy the requirement for section 4.3. of the Texas A&M University Rule for Campus Programs for Minors (24.01.06.M1).
Background Checks (Section 3.1.)
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 these checks were performed should be kept for a minimum period of five (5) years (See Document Retention). Background checks are $15.85 per person. They must be performed through Texas A&M University Human Resources & Organizational Effectiveness (TAMU HROE) as this check ensures the use of the National Criminal History and National Sex Offender databases (Section 3.1.1.).
Recognized Student Organizations must submit background check requests to TAMU HROE by e-mailing [email protected] and CCing [email protected] attaching both the Youth Programs – Background Check Bulk Request Template and an approved eOn Campus Approval to Charge Form.
Please be sure to use the Background Check Bulk Request Template to list the names and emails of the individuals that need to be checked. You will be charged for each individual listed on the Background Check Bulk Request Template. Student Organizations must have an SOFC-approved eOn Campus Approval to Charge Form to submit with the Background Check Request Form. This form can be found on the Student Activities Resources Page. The statement of purpose should include “background checks” for your event to be compliant with the TAMU Campus Programs for Minors (24.01.06.M1) rule.
Note: you will need a separate On Campus Approval to Charge Form for insurance and support services fees as these will be charged by separate departments.
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Child Protection Training (Section 4.2.)
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, student leaders, student employees, graduate and undergraduate students, faculty, staff, volunteers, coaches, instructors, 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. All child protection training documents (TDSHS Form and individual certificates) must be retained for five (5) years (See Document Retention).
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Access Child Protection Training
To access the online Child Protection Training, log in with a valid email address and a password given by UYP. All Texas A&M Employees, including student workers, can access the training through the Employee Portal. Please e-mail [email protected] to request the password for the training. If you encounter any problems with the training itself, please email [email protected].
Billing Information
Recognized Student Organizations (RSO) are required to turn in the eOn Campus Approval to Charge Form and all applications are still required to confirm their account number when they submit their application. Once we receive the roster after the completion of the program, we will create an invoice for the program and send it to the program sponsor for review and we will provide a date that the invoice must be reviewed by. After this date, we will process the payment directly through the EMS system.
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Documentation Retention (Section 6.6.)
Student Leaders are required to retain program-related documentation per the System Records Retention Schedule and the Office of General Counsel. Background check documentation including search emails from HR, signed liability waivers, medication distribution forms, child protection training certificates, and participant/staff roster should be stored securely for five (5) years after the program date.
Student Organizations are responsible for ensuring that future student leaders can successfully meet this document retention schedule. These documents must be kept in a locked or secured location. Records in paper format may be stored through Texas A&M University Records Management. If forms are scanned into an electronic format, you can declare the electronic version as the official version and destroy the paper. Electronic storage must be in a password-protected and/or encrypted format.
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