New Program Sponsor Information
Youth Program Staff Supervision Training
In accordance with University Rule, a participant is supervised when they are within sight, except for infrequent momentary periods, and remain within reasonable hearing distance of a program staff member who is trained to report inappropriate or dangerous activities or behavior and is aware of the
obligation to report.
In order to help your staff be best prepared to supervise youth, please instruct all staff who engage with minors to complete this training:
Program Sponsor Support Sessions
The University Youth Programs Office has developed a series of Program Sponsor Support Sessions. Below are the training resources that we have developed to guide you through the University Youth Programs process.
CPM Application Overview
This Program Sponsor Support Session provides a brief overview of the Campus Programs for Minors Application process and information regarding Texas A&M University’s updated University Rule.
Program Sponsor Training
University Youth Programs in the Division of Risk, Ethics, and Compliance is excited to discuss youth programs for 2024! We will host several training opportunities that include information on university expectations and best practices for in-person programs, virtual programs, minors in labs, and more!
Pursuant to University Rule 24.01.06.M1 Section 4.3, all youth program directors are required to attend at least one of the following available sessions:
- February 14, 2024 (Wednesday) at 2pm to 4pm – Valentine’s Day Kick Off!
- February 16, 2024 (Friday) at 10am to noon
- February 20, 2024 (Tuesday) at 10am to noon
- February 22, 2024 (Thursday) at 3pm to 5pm
- February 28, 2024 (Wednesday) at 2pm to 4pm
- THIRD PARTY PROGRAMS ONLY February 19, 2024 (Monday) at 1:30pm to 3:30pm – On Zoom
- THIRD PARTY PROGRAMS ONLY February 27, 2024 (Tuesday) at 3pm to 5pm – On Zoom
- Branch/Satellite Campus Members Only March 4, 2024 at 3pm to 5pm – On Zoom
- Branch/Satellite Campus Members Only March 6, 2024 at 10am to 12pm – On Zoom
2024 RSVP’s are closed. Please e-mail [email protected] to check for session availability.
Forms
Required Forms:
- Background Checks
- Youth Programs – Background Check Bulk Request Template
- eOn Campus Approval to Charge Form (for Student Organizations only – payment through SOFC account)
- Child Protection Training
- Liability Waivers
- Roster and Billing
- Roster Template
- On Campus Approval to Charge Form (for Student Organizations only – payment through SOFC account)
- Customer Information Sheet (and instructions on how to fill out the form)
- Insurance Claims Forms
- Third-Party Specific Forms
Recommended Forms:
- Health Screenings
- Participant Medication
- Dining Services Forms
- Unsupervised Participant Release Forms
- Talent Release
Handouts
In order to help your programs remain compliant with the Campus Programs for Minors University Rule 24.01.06.M1, we have created these helpful handouts for you to utilize:
Resources from the American Camps Association
- Concussion Laws & Implications for the Camp Community
- Extreme Heat – Preventing & Identifying Heat Related Illness
- Showing Movies at Camp? Know the Licensing Laws
- A Counselor’s Role in Healthcare
- Developing Severe Weather Response Plans
- Resources for Camps about Public Violence
- Bullying Prevention Resources
Youth Programs Listserv
By joining the UYP listserve, you will begin to receive our monthly Program Sponsor Newsletters. These newsletters will keep you updated on everything related to risk management and the compliance involved in hosting minors here at Texas A&M. To review past newsletters, please see the links below!
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, the approximate number of participants, and the policy information for the CPM insurance coverage secured by University Youth Programs. 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.
Child Protection Training Instructions
All Campus Programs for Minors must submit the Texas Department of State Health Services (TDSHS) Form to [email protected] 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.PLEASE NOTE the form is a legal document and should not be edited. If there are more individuals who completed the training than spaces allotted on the form, DO NOT add more lines to the document. Instead, please attach a document with the information listed in the chart.
For a printable version of the instructions, use CPT Instructions for Volunteers OR CPT Instructions for TAMU Employees
For volunteers:
For Texas A&M employees:
Billing Instructions
Event Management System, also known as EMS, is Texas A&M University’s online reservation system, where you can reserve or rent spaces in buildings all over campus. Most organizations and departments use this system to reserve spaces for their events or programs. Because of this, the University Youth Programs Office has adapted this system to bill insurance and support service fees. In order to bill programs correctly, the organization and/or department must have an account set up in the EMS system. If you are unsure if you have an account set up in EMS, please contact our office and we can check the system.
If you do not have an account set up in EMS, review the instructions on how to fill out the Customer Information Form. This process can take up to a couple of weeks, so please try to submit the form by the 60-day deadline to coincide with your application submission to ensure that the account can be set up and that billing can be completed.
CircuiTree Registration Set Up and Management
CircuiTree is a camp management software that Texas A&M System holds a contract with to assist Campus Programs for Minors with participant registration, program management, and compliance. CircuiTree is a powerful, cloud-based camp management software that streamlines your entire operation so your camp can grow intelligently and efficiently. With this integrated, forward-thinking solution, you’ll maximize enrollment and revenue while minimizing risk. As your camp juggles online enrollments, medical records, inventory, reports, donors, and staffing, CircuiTree simplifies your day-to-day operations so business just runs better.
If you are interested in using CircuiTree for your program’s registration, please contact University Youth Programs and we will help get your program set up in CircuiTree. If your program is already set up in CircuiTree, you can access our Texas A&M CircuiTree Resources Page with the password provided by University Youth Programs.
