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.
New Program Sponsor Information
University Rule for Campus Programs for Minors (24.01.06.M1) outlines the requirements for compliance. We highly encourage all program sponsors to read through this rule, however it is especially important for first time program sponsors to review the rule. The rule outlines the requirements for hosting campus programs for minors, which stems 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.
To provide a safe environment and meaningful experience for all involved, Texas A&M University and the Texas A&M University System have created requirements that not only meet the minimum legal expectations but also reflect the institution’s core values of Excellence, Integrity, Leadership, Loyalty, Respect, and Selfless Service. These requirements are outlined in University Rule 24.01.06.M1 and are covered more thoroughly under the Compliance page and the Finances page. Below are examples of the different areas of compliance:
Campus Programs for Minors Application | Child Protection Training | Background Checks | Waivers | Insurance | Medical Care | Roster of Participants, staff, and volunteers
For a checklist and timeline of the various requirements for Texas A&M Programs, please click one of the links below:
Every program sponsor will need to be given access to their specific program. To gain access, program sponsors will need to meet with University Youth Programs, so that we can add the program sponsor to an existing CPM Program that is in the CPM Application system, create a new CPM Program in the CPM Application system, if this is a first time program, and add the program sponsor to this system, make sure the routing for application review is correct, and review the requirements outlined in the CPM University Rule and answer any questions program sponsors may have.
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
In-Person Youth Programs Informational – Spring 2021
This required training covered updated health and safety protocols to help prevent the spread of COVID-19, University Rule updates, risk reviews, and more!
Links mentioned in the recording:
Non-Traditional Youth Programs Informational – Spring 2021
This required training covered risk responsibility for single participant youth programs, mentorship programs, and other non-traditional interactions with youth.
Links mentioned in the recording:
- Campus Programs for Minors University Rule 24.01.06.M1
- Overview of Youth on Campus
- Minors in Labs System Regulation 24.01.08
- Tier Guidelines and Compliance Requirements Instructions
- Roadmap for Reopening In-Person Youth Programs
- Contact Us
The virtual youth programs informational will be uploaded soon.
- Background Checks
- Child Protection Training
- Liability Waivers
- Medical Facility Notification
- Roster and Billing
- Insurance Claims Forms
- Third Party Specific Forms
- Health Screenings
- Participant Medication
- Dining Services Forms
- Unsupervised Participant Release Forms
- Talent Release
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, 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.
Daphane Hartman, Director of Patient Access
Rock Prairie Rd
College Station, TX 77845(prefer email)
700 Scott & White Drive
College Station, TX 77845 (prefer email)
2801 Franciscan Street
Bryan, TX 77802
301 8th Street
Galveston, TX 77555
Child Protection Training Instructions
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.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 Texas A&M employees:
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 Sheet and turn the form into our office. You can also use our Customer Information Sheet “Cheat Sheet” that is shown above for help! 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.