What is a Third Party Program?
A Third Party program is one that is not associated with Texas A&M University (i.e. a University Department or Recognized Student Organization) but will use the facilities of Texas A&M University. Third Party programs must have a University Department, College, or Recognized Student Organization sponsor and are then subject to the same approval and insurance coverage criteria as Campus Programs for Minors. Except for the use of the facilities, a Third Party program is not otherwise affiliated with Texas A&M University.
In addition to the requirements listed in the Campus Programs for Minors University Rule, Third Party programs must also complete the items listed below.
Contractual Relationship with the University
Third Party programs must establish a contractual relationship with the University using the template form below. It is important to note that:
- The contract must be signed by both parties and attached to the Campus Programs for Minors application (which is due no later than 60 days prior to the start of the program).
- All contracts MUST be processed through the TAMU Department of Contract Administration.
- Review of the contract must be completed by the Department of Contract Administration before the application can receive approval.
In the interest of expediting the camp application, a copy of the contract submitted to Contract Administration should be included with the camp application.
Program staff and volunteers affiliated with the Third Party CPMs are required to have completed background screening within the previous year (365 days) utilizing both the national criminal history database and the national sex offender registration database. In this case, the background screening process selected for use by the Third Party CPM must be acceptable to the individual with designated approval authority (i.e. Program Sponsor, Sponsoring Dean). The designated CPM Sponsor is responsible for verifying this information, in addition to the use of cleared personnel only.
Child Protection Training
Third Party programs must adhere to the requirements for Child Protection Training listed in the CPM University Rule. However, third party program staff and volunteers may substitute the TAMUS-approved training course with an approved course as listed with the Texas Department of State Health Services. It is important to note that program staff and volunteers must complete a child protection training program designed specifically for Campus Programs for Minors. This is easily noted by finding “CPM” in the approval code. The designated CPM Program Sponsor is responsible for verifying this information and submitting the Texas Department of State Health Services Form to the University Youth Programs office.
Certificate of Insurance
Third Party programs must provide evidence of a General Liability and Accident Medical Insurance Policy and are required to submit a current Certificate of Insurance (COI) with the CPM application. The Certificate of Insurance (COI) should list “The Board of Regents for and on behalf of the Texas A&M University System, the Texas A&M University System, and Texas A&M University” as additionally insured during the period that the Third Party activities are held at Texas A&M University, Texas A&M University – Galveston, or the Texas A&M Law School.
Insurance requirements include:
- General Liability: $1,000,000.00 minimum with additional coverage required if more than the Third Party camp and Texas A&M are insured on the policy
- Accident Medical: $25,000.00 minimum (excess or primary)
Support Service Fees
All Third Party Programs are charged a Support Service Fee to Texas A&M University of $2 per participant, per day. This fee will be invoiced after the program has taken place and a participant roster has been submitted to University Youth Programs.
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 Campus Programs for Minors office has adapted this system to bill insurance and support service fees.
In order to bill programs correctly, the office 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. 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.
*For Third Party Programs, we will be expecting the payment from the Texas A&M University department or organization that is sponsoring the program. In accordance with section 9.1 of the Texas A&M University Rule for Campus Programs for Minors (24.01.06.M1), the sponsoring department, college, or other University unit will be responsible for payment of CPM-associated costs. Therefore, it is the responsibility of the sponsor to ensure that the payment is completed, then it will be up to the third party organization and the associated A&M partner to determine how the payment is settled between the two organizations.
Minors in Labs
In July of 2019, the TAMU System passed a regulation outlining a requirements for minors to access laboratory facilities or shops that are operated by members of the TAMU System or third parties using member laboratories where full supervisory duties of the minors are the member’s or third-party’s responsibility, and the program includes the same minor or group of minors, regardless of the duration of the program. System Regulation 24.01.08 Minors in Labs applies to all minors involved in internships, volunteering in research projects, and participating in scheduled assignments in laboratory facilities or shops that use hazardous chemicals, biohazardous or infectious materials, radioactive materials or radiation-producing equipment, or where there are tools, equipment and/or machinery that pose a risk of major physical hazards. For more information regarding age restrictions, hazard restrictions, supervision, training, and more please see below:
- Minors younger than 15 are not permitted in a laboratory facility or shop.
- 15-year-olds are only permitted to work with Risk Group 1 microorganisms.
- 16 and 17-year-olds are permitted to work with Risk Group 1 and Risk Group 2 microorganisms.
Minors are not permitted to work with or access areas containing:
- biohazardous material requiring containment above BSL-2;
- select agents or toxins (defined by the Centers for Disease Control and Prevention);
- 24.01.08 Minors in Labs Page 2 of 4
- work that requires the use of respiratory protection requiring medical clearance;
- radioactive materials or ionizing radiation;
- class 3b or 4 lasers;
- areas with hazardous noise (85 dBA as an 8-hour TWA);
- controlled substances;
- highly hazardous materials including, but not limited to, pyrophorics, explosives, large quantities of flammable materials (containers of 4 liters or more), and compounds having a rat oral LD50 less than or equal to 50 mg/kg (e.g. hydrofluoric acid, acrylonitrile, osmium tetroxide, etc.); animals intentionally infected with disease transmissible to humans; and
- International Agency for Research on Cancer Group 1 or 2A carcinogens.
Prior to a minor’s use of tools, equipment and/or machinery that pose a risk of major physical hazards (e.g., lathes, electric saws, microtomes, ultracentrifuges, etc.), the following conditions must be met:
- The minor must be instructed by a qualified individual on the proper use of the tools, equipment and/or machinery.
- The minor must demonstrate proficiency on the proper use. The minor must be provided with the appropriate personal protective equipment, if
required, during use of the tools, equipment and/or machinery.
- The tools, equipment and/or machinery must be maintained in good repair, have the necessary safety guard attached, and only be used under direct supervision.
- The sponsor is responsible for the safety of minors in the laboratory facility.
- The sponsor’s responsibility includes the required training and proper use of laboratory equipment, laboratory supplies, and personal protective equipment.
- Minors are permitted physical access to a laboratory facility only if they are under direct supervision.
- Minors visiting laboratory facilities must be advised of any hazards that exist in the laboratory facility and the procedures for reporting accidents that occur in the laboratory facility.
- Minors working in laboratory facilities must complete all required safety training before beginning lab work.
Each minor’s parent or guardian must sign and return a Waiver, Indemnification, and Medical Treatment Authorization Form before the minor is granted access to the laboratory facilities.
Background Screening and Training
- The background screening, compliance and reporting requirements specified by System Regulation 24.01.06, Programs for Minors, will apply to all individuals, including faculty, staff and graduate students who are providing direct supervision of the minor and are so designated.
- Sponsors are responsible for ensuring that all staff who provide direct supervision for a minor complete all required trainings prior to having contact with minors.
Laboratory Facility Compliance
- All laboratory facilities where minors will work must have an Environmental, Health, & Safety laboratory safety inspection within 12 months of the date the minor will begin working in the laboratory facility. If deficiencies were identified in the inspection, documentation that all deficiencies have been and remain corrected must be included (i.e., follow-up inspection, documentation provided by sponsor). Minors are not permitted in laboratory facilities with unresolved safety violations.
- If applicable, laboratory facilities must have an approved Institutional Biosafety Committee Permit, accurately listing all biohazardous agents in use in the laboratory facility. All laboratory facilities where minors will work must have a satisfactory biosafety laboratory inspection within 12 months of the date the minor will begin working in the laboratory facility. If deficiencies were identified in the inspection, documentation (i.e., follow-up inspection, documentation provided by sponsor) that all deficiencies have been and remain corrected must be included. Minors are not permitted in laboratory facilities with unresolved safety violations.
- If applicable, laboratory facilities must have approved Institutional Animal Care and Use Committee protocol(s).
- If applicable, laboratory facilities must have approved Institutional Review Board permits
The sponsor must maintain an up-to-date file that contains all of the minors’ training records and Waiver, Indemnification, and Medical Treatment Authorization Forms. The sponsor must maintain up-to-date preventative maintenance records (per manufacturer’s recommendations) and repair records for tools, equipment and/or machinery defined in Section 2.2 that will be used by the minor(s).